Managing Projects Flashcards
Explain the role of a project manager
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.
What is :
- PID?
- PEP?
- PMP?
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
Explain how you manage documents on your projects?
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.
How do you manage change on a project?
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.
How do you manage project performance?
- 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.
Define efficient reporting?
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.
(L2) What is value engineering?
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.
Explain what happens at RIBA Stage 3
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
Explain what happens at RIBA Stage 4
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
In your Fenchurch street example what was the choice of contract?
Design & build contract
In your Fenchurch street example, at what stage did you appoint the contractor?
Appointed at stage 4 - detail and build contract
Why was the cost over run only understood at the end of Stage 4?
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.
Why did you not complete the VE exercise before the contractor came on board?
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.
What were some of the VE options presented?
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
Why did you host two VE workshops?
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.
How did you ensure the quality remained high on the project?
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.
What is novation? And what is included in a novation agreement?
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.
Were conflicts of interest considered given you had the same company doing the client side monitoring and contractor side?
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.
What was the target VE saving needed?
Total cost for the scheme was targeted £15m and needed to achieve a saving of circa £300,000.
(L3) What is practical completion?
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.
What are the implications of issuing PC?
- 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.
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?
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.
What were the other lessons learnt?
Avoid client direct communication with consultants due to the potential for changes to not be fully understood and captured within the costs.
How would you ensure late client changes are minimised on future works?
- Clearly defined brief
- Regular client sign off during RIBA Stages
- Samples & mock ups to clarify quality expectations
- CGIs throughout the design process
