Managing Projects

Question 1

Explain the role of a project manager

Answer 1

Project managers oversee the planning and delivery of construction projects. They ensure that work is completed on time and within budget.

They manage the professional team and undertake the project brief.

Question 2

What is :
- PID?
- PEP?
- PMP?

Answer 2

PID - Project initiation document - documentation that defines the project scope, its business case, risks, and other crucial details.

PEP - Project execution plan

PMP - Project management professional

Question 3

Explain how you manage documents on your projects?

Answer 3

The process for document management will be set in the PEP.

I also set up a shared Box file for each project. This will include separate headings for each design discipline.

I also have an internal file for PM specific items that I do not want to share with the wider team.

Question 4

How do you manage change on a project?

Answer 4

Change control procedures will be set out in the PEP.

When a change is first understood i request the contractor to issue a change request form noting the description, cause of change and any programme / cost impact.

This will be review by the QS to confirm agreement of costs and then presented to the client to confirm they wish to proceed.

As EA I will then issue a formal instruction which will be dated confirming the cost.

Question 5

How do you manage project performance?

Answer 5

• Ensure a competent design team and contractor are appointed.
• Ensure the brief is understood
• Ensure regular communication and recurring meetings are diarised.
• Once on site coordinate site visits to review quality
• Sign off with the client at regular intervals to allow any items to be flagged during the design/works process and not once complete.

Question 6

Define efficient reporting?

Answer 6

Efficient reporting is a process of information sharing that is clear, succinct and in relevant detail to the audience.

It must consider that aim, end user and importance of the message so the receiver can quickly digest what has been conveyed.

Question 7

(L2) What is value engineering?

Answer 7

Value engineering is a process of design review that looks to target financial savings without compromising on the brief targets and quality aspirations of a project.

Question 8

Explain what happens at RIBA Stage 3

Answer 8

Spatial Coordination:
- Architect and services design begin to be coordinated.
- Cost plan is updated
- PCSA could be developed if needed
- Prepare and submit planning application

Question 9

Explain what happens at RIBA Stage 4

Answer 9

Technical design:
- All design information required for construction is completed and coordinated.
- Prepare tender if on a traditional contract
- Appoint contractor
- Submit f10
- Finalise specifications
- Finalise building regulations application

Question 10

In your Fenchurch street example what was the choice of contract?

Answer 10

Design & build contract

Question 11

In your Fenchurch street example, at what stage did you appoint the contractor?

Answer 11

Appointed at stage 4 - detail and build contract

Question 12

Why was the cost over run only understood at the end of Stage 4?

Answer 12

The costs had been regularly monitored as the design progressed and it was expected the costs would be above the budget and understood by all parties a VE exercise would be undertaken once the contractor had been appointed.

Question 13

Why did you not complete the VE exercise before the contractor came on board?

Answer 13

The team identified areas for design review and agreed with the client to then be presented to the contractor to consider from a buildability perspective to confirm potential savings.

This was included in the tender considerations and options.

Question 14

What were some of the VE options presented?

Answer 14

Options were presented in a schedule:
- Reduced the locker specification in the joinery pack
- reviewed mirror spec in WCs throughout - full height vs shorter
- Timber staircase specification
- polished plaster omitted and areas skimmed and painted instead.
- Change of worktop in the kitchen
- FF&E schedule fully reviewed
- BMU vs davit arm system

Question 15

Why did you host two VE workshops?

Answer 15

One to review with the design team and contractor to confirm the feasibility of the options and then a second to present the most feasible items to the client for sign off.

The first meeting was a workshop and the second a sign off session.

Question 16

How did you ensure the quality remained high on the project?

Answer 16

All items were reviewed in terms of cost and impact to the overall design to allow an informed decision to be made. Pushed the design team to work up innovative solutions.

Question 17

What is novation? And what is included in a novation agreement?

Answer 17

Novation is a process by which contractual rights and obligations are transferred from one party to another. In building design and construction, novation normally refers to the process by which design consultants are initially contracted to the client, but are then ‘novated’ to the contractor.

Question 18

Were conflicts of interest considered given you had the same company doing the client side monitoring and contractor side?

Answer 18

A conflict of interest is when a person or firm’s independence and impartiality is threatened due to a conflict between two clients.

This was considered and informed consent was gained in writing from the client. Physical barriers were implemented for the team operating and all files were locked.

Question 19

What was the target VE saving needed?

Answer 19

Total cost for the scheme was targeted £15m and needed to achieve a saving of circa £300,000.

Question 20

(L3) What is practical completion?

Answer 20

The RIBA Plan of Work 2020, defines practical completion as: ‘The point in the process when the construction work is certified as practically complete under the Building Contract. A Practical Completion certificate may be used as a contractual document that allows the client to take possession of and to use a building.

Question 21

What are the implications of issuing PC?

Answer 21

• half of the retention monies are released
• Liquidated damages cannot be applied
• The defect rectification period commences
• The client becomes responsible for the site including security, insurances and fire safety.

Question 22

You note in your lessons learnt that late client changes pressurised the back end of the programme. Surely you knew this at the outset of the project?

Answer 22

It was known at the outset however as PM I must try to accommodate the client’s requirements throughout the course of a project no matter how late the change.

Question 23

What were the other lessons learnt?

Answer 23

Avoid client direct communication with consultants due to the potential for changes to not be fully understood and captured within the costs.

Question 24

How would you ensure late client changes are minimised on future works?

Answer 24

• Clearly defined brief
• Regular client sign off during RIBA Stages
• Samples & mock ups to clarify quality expectations
• CGIs throughout the design process

Question 25

What is a longstop date?

Answer 25

A longstop date is the final date for which a decision is required by in order to not impact cost and programme.

Question 26

What is a feasibility study?

Answer 26

Feasibility studies are preliminary investigations undertaken in the very early stage of a project to assess whether the project is viable. They tend to be carried out when a project is relatively large or complex, or where there is some doubt or controversy regarding the proposed development.

Question 27

During your Acacia Place feasibility were there any other consultants appointed for the review?

Answer 27

Architect

Question 28

Are you qualified to advise on costs?

Answer 28

It was a relatively straight forward project which I was able to benchmark against other projects completed. Yes I can advise on indicative costs from a PM perspective but would advise a QS be involved for more complex schemes.

Question 29

What is a benchmark?

Answer 29

A benchmark is a pre-determined standard or point of reference against which other things, people, costs, time or activities can be measured. It is regarded as an achievable standard which a failure to achieve could deem the work in question to be unsatisfactory.

Question 30

What legislation did you consider when advising a new boiler was installed, LEDs and double glazing?

Answer 30

• Climate change act 2008 and the UK’s target for net zero carbon by 2050
• EPC
• Minimum energy efficiency standards 2015

New leases from 2018 and existing leases april 2023 (not below an E)

Question 31

What is an EPC?

Answer 31

Energy performance certificate:
- required when a residential property is sold or leased.
- EPC must be commissioned within 7 days of a building being marketed
- Valid for 10 years
- Policed by local authorities and can be fined if not presented

Question 32

What is MEES regulations?

Answer 32

MEES 2015:
- Current standards are a minimum of EPC B for a building to be let
- Potential change to a minimum EPC C by 2027 and B by 2030
- Exemptions include industrial units with low energy demand, when the improvements would de-value the property.
- Place of workshop does not require an EPC

Question 33

What is meant by net carbon zero?

Answer 33

The term net zero means achieving a balance between the carbon emitted into the atmosphere, and the carbon removed from it. This balance – or net zero – will happen when the amount of carbon we add to the atmosphere is no more than the amount removed.

Question 34

What is included in a novation agreement?

Answer 34

This is agreed at the outset of the appointment.

It will include:
- Identification of all three parties involved.
-Details of the original contract that is being replaced.(estabishes the foundation of the agreement).
- Novation details. States the rights and obligations of each party.
- Release clause. Original party releases the novated team and obligations are being transferred.
- Indemnity clause. ‍The agreement should include an indemnity clause where the incoming party agrees to indemnify, or compensate, the outgoing party for any losses arising from any breaches of the contract that occur after the novation.
- Execution details from all parties.

Drafted by client legal team.