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APC Revision 2023 > Managing Projects (Level 1) > Flashcards

Managing Projects (Level 1) Flashcards

1
Q

What is the aim of CDM Regulations (2015) and what are the key roles under CDM?

A

Construction Design and Management (CDM) Regulations (2015)

  • The aim of CDM Regulations is to ensure that Health and Safety is considered throughout the development process from conception to demolition
  • Appoint a principal designer who’s responsibility will be to ensure a project complies with CDM from the design through to project completion

Key roles in a construction project under CDM
- Client
- Principal Designer
- Contractor

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2
Q

When were the CDM regulations last updated and what were the key changes?

A

CDM regulations were last updated April 2015 the changes made were:

  • Simpler Layout - shorter and there is less duplication and repetition
  • Removal of CDM Co-Ordinator - The role of CDM Co-ordinator is abolished and replaced by the Principal Designer, who must be a designer and have control over the Pre-Construction phase
  • Notification - The 30 construction days test has been amended to 30 construction days with 20 or more workers working simultaneously. Notification no longer triggers additional duties
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3
Q

Explain the RIBA stages.

A

RIBA Plan of Work Stages

Stage 0 – Strategic Definition

Stage 1 – Preparation and Briefing

Stage 2 – Concept Design - design reviews happen – you and the design team work together, exploring ideas and analysing options, to get to a concept that fulfils both your wants and needs

Stage 3 – Spatial Co-Ordination - practical aspects of the concept are decided. Thinking about how your project will meet legal requirements, such as building regulations

Stage 4 – Technical Design - prepare the drawings and documentation for the tendering construction

Stage 5 – Construction

Stage 6 - Handover

Stage 7 – Use

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4
Q

Explain the stages of a project’s life cycle.

A

The phases of a project’s life cycle are:

  1. Initiation Phase
  2. Pre-Construction and Procurement Phase
  3. Construction Phase
  4. Post Construction and Handover
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5
Q

What happens during the initiation phase of a project?

A

Initiation Phase

  • All the steps you have to take before a project is approved and begin
  • Programming and Feasibility – outline objectives and goals of the project through production of feasibility report or business case. Produce PID
  • Schematic Design – initial development brief outlining parameters/principals of development
  • Finalising Design Team Appointments

Challenges in the design phase include – Miscommunication and undefined goals

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6
Q

What happens during the pre-construction and procurement phase of a project?

A

Pre-Construction and Procurement Phase – When bidding is completed and contractor has been established. The project team will prepare the development site before works begin. This can include the following:

  • Site remediation works
  • Any additional surveys required
  • Early works
  • Securing the site (hoarding, establishing access etc)

The project team orders, purchases, or rents all the materials, tools, and services necessary to complete the project. Can be more or less challenging depending on the scope of the project, the resources availability, and the start date

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7
Q

What happens during the construction phase of a project?

A

Construction Phase – Project is handed over to the construction team to deliver the project. The architect, engineers, and project manager perform quality control inspections, respond to Requests for Information (RFIs), and review and approve technical submittals.

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8
Q

What happens during the post-construction/handover phase of a project?

A

Post Construction/Handover Phase – Closing out a project involves inspection and cerification of the completion of the works by the independent certifier. Snagging. Handover to the client.

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9
Q

What is your role during the initiation phase of a project?

A
  • Produce feasibility report and business case for the project
  • Finalise development brief, outlining the goals and objectives for the project
  • Appointment of consultants to progress the schematic design
  • Submission of planning
  • Securing funding
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10
Q

What is your role during the pre-construction and procurement phase of a project?

A

Pre-Construction and Procurement Phase

  • Organise the preparation of the development site e.g early works, remediation, additional surveys
  • Ensure all permissions are secured make sure that development can legally commence
  • Final liaisons with the client ensure they are happy and any additional requirements have been captured
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11
Q

What is your role during the construction phase of a project?

A

Construction Phase

  • Handover to delivery team
  • Update client on progress
  • Respond to any queries or RFIs
  • Problem solving
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12
Q

What is your role during the post-construction/handover phase of a project?

A

Post-Construction/Handover Phase

  • Snagging
  • Quality control
  • Ensuring satisfaction for the client
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13
Q

What statutory requirements are necessary to carry out a construction project?

A

Planning Consent – approval granted by a local planning authority to construct or alter a building

Third Party Consent - some parties have 3rd party rights to a building contract and can enforce certain terms. E.g - funder, potential tenant

A third party must be expressly identified:
- In the contract by name,
- As a member of a class
- As answering a particular description, but need not be in existence when the contract is entered into.

3rd party rights/consents vary from contract to contract.

Infrastructure Agreements - Agreements that a developer puts in place to provide for services to the new buildings, including gas and electricity, and also enable roads to be “adopted”.

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14
Q

What is project inception?

A

Inception - the initial stage of the development process; it is a transition between the client’s strategic business decision making and the implementation of a project

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15
Q

What is the briefing stage of a project?

A

Briefing – is the early stage of a project where you are capturing and finalising the client’s requirements for a project

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16
Q

What is the financial feasibility stage?

A

Financial Feasibility – is establishing whether a project is financially viable

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17
Q

What is the financial feasibility stage?

A

Financial Feasibility – is establishing whether a project is financially viable

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18
Q

What are quality controls?

A

Quality Controls - Quality control (QC) is the part of quality management that ensures products and services comply with requirements. It is a work method that facilitates the measurement of the quality characteristics of a unit, compares them with the established standards, and analyses the differences between the results obtained and the desired results in order to make decisions which will correct any differences

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19
Q

What are completion timescales?

A

Completion Timescales – Specific milestones or timelines by which elements or the whole of a project needs to be completed by

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20
Q

What is subsequent programming?

A

Subsequent Programming – The planning of any additional works that need to take place

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21
Q

What does the RICS Guidance Note New Rules of Measurement (2021)
set out?

A

NRM provides a standard set of measurement rules and essential guidance for the cost management of construction projects and maintenance works

The updated suite consists of three separate volumes:
- NRM 1: Order of cost estimating and cost planning for capital building works
- NRM 2: Detailed measurement for building works
- NRM 3: Order of cost estimating and cost planning for building maintenance works

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22
Q

What is stakeholder management?

A

Stakeholder Management - stakeholder management is a project management process that consists in managing the expectations and requirements of all the internal and external stakeholders that are involved with a project

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23
Q

How do you carry out management reporting?

A
  • The goal of management reporting is to measure and monitor specific performance metrics and KPIs and update stakeholders on the progress of your project
  • To successfully carry out management reporting the following points are important:
    • Consistency – frequency and format of reporting
    • Transparency – on the challenges and successes of a project
    • Actions – outline the actions to progress the project or resolve any issues
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24
Q

What is auditing in project management and how do you carry it out?

A

A project management audit is an examination designed to determine the true status of work performed on a project and its conformance with the project statement of work, including schedule and budget constraints

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25
Q

What does a project management audit checklist contain?

A

Project Audit Process Checklist

  • Develop the Achievement Criteria.
  • Analysis.
  • Report.
  • Normal Audit.
  • Quality Audit.
  • Risk Audit.
  • Procurement Audit
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26
Q

How do you assess the performance of a project and its individual
stakeholders?

A

Key Performance Indicators are used to assess the performance of a project

For KPIs to be effective management tools they must be prepared in line with the scope of works and project objectives

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27
Q

WHat is the purpose of the feasibility study process.

A

The purpose of the feasibility study process is to:

  • Establish whether the project is viable
  • Help identify a range of feasible options
  • Begin the process of preparing other project documentation such as a clarifying the business need, formulating a business case, scoping a project execution plan and strategic brief and so on.
28
Q

What does a feasibility study look at?

A

A feasibility study will look at 4 main areas:

Technical feasibility - used to determine how well-equipped key contractors, companies, and stakeholders are to provide the technical resources needed for the construction project. This includes aspects such as transportation, materials, labor, design, and technological infrastructure

Financial Feasibility – is the project financially viable, will the cash flow of the project allow it to be built, what are the costs and incomes that need to be considered

Market Feasibility - studies the market impact and penetration, such as the demographics, target market, product testing and more. Prior to launching a project into the market, whether in a local, regional, national or global environment, a viable study on the market is imperative.

Operational Feasibility - operational feasibility assesses how well the proposed construction project solves problems and meets goals

29
Q

WHat is a feasibility report?

A

A feasibility report will look at the detail of the design proposal, it’s likelihood to get through planning, the viability of the programme and suitability of budget and contingencies in relation to the perceived risks of a project. Produced at RIBA Stage 1

30
Q

What are the essential requirements of a project audit?

A

A project audit should contain:

  • Current status of the project.
  • Future status.
  • Status of crucial tasks.
  • Risk assessment.
  • Information pertinent to other projects.
  • Limitations of the audit
31
Q

WHat is a closeout report?

A

A project closure report is a formal written assessment of a project. It documents all phases of project management into one digestible report.

32
Q

What does a closeout report contain?

A

A closeout report should include:

  • The original project requirements from all stakeholders, including timeline and budget
  • Proof that each requirement was met using data from a project management software
  • Payment due upon services rendered of any outstanding and related supplier, partner, or vendor invoices
  • A holistic performance review for all major sections of the project
  • An organized folder that includes all related project files and communications to be kept as part of your archive
  • Lessons learned and client feedback, and where managing client relations can be improved
  • Confirmation that the client has received all of their deliverables
  • The release or transfer of any remaining project resources
  • Properly offboarding any one-time partners or freelancers brought on for this specific project
33
Q

What is the role of a project manager?

A

A project manager is a specialist adviser that represents the client or employer in the day to day management of a project.

They maintain progress and facilitate interaction and collaboration in the project team to reduce the risk of failure, maximise benefits and control cost.

Some of the responsibilities of the PM include:
- Advising on the selection and appointment of the consultant team
- Issuing information and instructions on behalf of the client/employer
- Producing a project execution plan
- Overseeing change control procedures
- Advising on disputes
Contributing to risk assessment

34
Q

What is the role of the employer’s agent?

A

Employers Agent

  • Represents a developer or an investor in the course of a construction project
  • The Agent sits between its client and the contractor, representing their interests throughout a building contract, usually covering the design and build phases of a development
  • Role is to act as contract administrator ensuring that the Build Contract is being implemented properly
35
Q

What is the role of the independent certifier?

A

Independent Certifier

  • Jointly appointed by Client/Employer or Funder
  • Acts independently in signing off completion of the project, certifying payments to the Construction Contractor and granting extensions of time or relief from termination
36
Q

What is the role of the principal designer?

A

Appointed during pre-construction to ensure a project is delivered in a way that safeguards the health and safety (H&S) of everyone affected by the work

Their role involves:
- Ensuring designers’ co-operation and compliance with the CDM Regulations 2015

  • Co-ordinating with the design team on significant H&S issues
  • Communicating work progress and raising awareness of potential health and safety risks
  • Compiling the statutory health and safety file to be formally handed over at project completion
37
Q

As a Project Manager, how do you make sure that health & safety is given sufficient consideration?

A

A principal designer should be appointed at project inception to ensure all health and safety requirements under CDM Regulations are met from design through to construction

As a project manager:
- Risk assessment – ensure that proper measures are in place to mitigate risks identified

  • Health and Safety Training for Staff – ensure all members of the project team are upto date with the latest health and safety measures
  • Pro-activity – call out members of staff if they aren’t acting in a safe manner
38
Q

What is a Project Execution Plan (PEP)?

A

PEP – Project Execution Plan - It is a document describing how, when and by whom a specific target or set of targets is to be achieved. These targets will include the project’s products, timescales, costs, quality and benefits.

39
Q

What sort of information would typically be contained within a PEP?

A

A project execution plan should include:
- Project goals and objectives.
- Project stakeholders and their responsibilities.
- Cleary defined scope of work.
- The work breakdown structure (WBS) or how to manage workflow for all project tasks.
- The cost breakdown structure.
- KPIs that are to be tracked and reported.
- Issue management plan.

40
Q

What is a PID?

A

PID – Project Initiation Document - sets out the aims and objectives of the project, defines its scope and sets out the activities, resources, responsibilities and outputs required for successful completion. It is the base document against which the Project Board can assess project progress on an ongoing basis.

41
Q

What is a PMP?

A

PMP – Project Management Plan - A project management plan is a set of documents that outline the how, when and what-ifs of a project’s execution. It overviews the project’s value proposition, execution steps, resources, communication tools and protocols, risks, stakeholders (and their roles) and the deliverables involved in a project’s completion.

42
Q

Why is document control required?

A

Document control is required to ensure:

  • Proper certification
  • Maintenance of confidentiality
  • Use of up to date documentation (not using previous versions)
  • Streamlining of tasks
43
Q

What is an information management system and who is responsible for it during a project?

A

Information Management Systems - the systematic process of creating, identifying, collecting, organizing, sharing, adapting, and using project information

Specific document controllers will be responsible for the effective implementation of IMS on a construction project

44
Q

How do you understand your client’s requirements?

A

Know their business – to understand your client’s requirements you need to know the nature of their business, their objectives and goals for the future and the way they operate

Listen, Note and Clarify – ensure that all requirements discussed are heard, recorded and clarified if there is any uncertainty

Bring New Ideas – the client is employing you for a reason, make sure you are giving them an honest opinion and it may prompt them to raise other points

45
Q

What is a business case?

A

Business Case - A business case is the rationale behind the initiation of a new building project. It is typically produced as a report at the initiation stage of a project / RIBA Stage 0 – Strategic Definition.
It should include:

  • Goals, vision and objectives
  • Strategy
  • Financial case
  • Planning evidence
46
Q

Explain techniques you use for the effective control of time during a project?

A

Control of Time
- Buffers built into the programme
- Early Works
- Critical Path Method

47
Q

What is the critical path method?

A

Critical Path Method

  • a technique where you identify tasks that are necessary for project completion and determine scheduling flexibilities
  • A critical path is the longest sequence of activities that must be finished on time in order for the entire project to be complete
  • It helps for the prioritising of tasks and maintaining the project programme
48
Q

Explain techniques you use for the effective control of cost during a project?

A

Control of Cost

  • Cost Plan - the purpose of the cost plan is to allocate the budget to the main elements of the project to provide a basis for cost control – ensure money is drawndown at certain milestones to maintain cash flow and budget
  • Value Engineering - an organized attempt to optimize the overall value of the project
49
Q

What is value engineering?

A

Value Engineering

  • an organized attempt to optimize the overall value of the project
  • Used throughout the life cycle of a project to maintain budget and maintain project programme
  • It is important that VE decisions do not contradict the Client’s project brief
50
Q

What are some of the ways that you can manage projects to appropriately account for risk?

A

Risk Assessment – Undertaking a thorough risk assessment early in the project to ensure that they can be identified and accounted for

Risk Register - document that is used as a risk management tool to identify potential setbacks within a project. This process aims to collectively identify, analyze, and solve risks before they become problems.

Time
- Early works agreement undertaken works prior to the finalising of all contracts to ensure the site is ready to go
- Programme buffers, allowing for inevitable disruptions

Procurement
- With Bouygues’ significant purchasing power and ability often, we buy materials/products well in advance and store them on site to ensure we have appropriate lead in times
- Repeat relationships with suppliers – develop trust and more certainty in supply chain

Cost
- Ensure you have a robust cost plan that you can stick to as well as a realistic project budget
- Appoint a competent cost controller for the project and have a spending system in place where there are appropriate checks in place

51
Q

What is a risk register?

A

A risk register is a document that is used as a risk management tool to identify potential setbacks within a project.
This process aims to collectively identify, analyze, and solve risks before they become problems.

52
Q

How do you use a risk register?

A

Step 1: Identify potential risks. The first step is to identify and list all the potential risks that could delay or derail your project. …

Step 2: Analyze those risks. …

Step 3: Develop individual response plans for each risk. …

Step 4: Assign responsibility to each risk.

53
Q

How is risk assessed?

A
  • Identify hazards
  • Determine the likelihood of harm, such as an injury or illness occurring, and its severity
54
Q

What is a risk allowance?

A

Risk Allowance - the amount added to the base cost estimate for items that cannot be precisely predicted to arrive at the cost limit.

55
Q

What are the 4 main risk categories according to the NRM?

A

4 main risk categories:

  • Design development risks
  • Construction risks
  • Employer change risks
  • Employer other risks
56
Q

How do you manage change?

A

To manage change you must have appropriate change control procedures in place

A change control procedure should clearly define the process by which changes are requested and approved and who is responsible for those processes, including:
- The reasons for the change.
- Who is requesting the change.
- The consequences of the change, including health and safety, time, quality, cost (and who will bear the cost).
- Proposals for mitigation of any consequences.
- The risks associated with the change.
- Alternatives to the proposed change.
- Time by which the change must be instructed.

There may then be:
- Client evaluation of whether the impact of the change is acceptable and whether the proposal provides value for money.

  • Client instructions to the consultant team.
    Contract administrator instructions to the contractor
57
Q

How does the NEC manage change?

A

NEC contracts are also able to adapt, with clearly defined processes to handle change in costs and time known as “compensation events”. This helps evaluate cost and time implications so changes can be made quickly and efficiently.

58
Q

What is a compensation event?

A

Compensation events are events which are usually not the fault of the contractor and change the cost of the work, or the time needed to complete it. As a result, the prices, key dates or the completion date may be reassessed, and in many cases the contractor will be entitled to more time or money

59
Q

How does the JCT manage change?

A

Change Proposals are to be submitted, in writing, to the Project Manager using Standard JCT Pro Formas. If the Contractor proposes a Change by the issue of a ‘Contractor’s Change Proposal, the contractor shall also submit a Compensation Event with the Change Proposal to the Project Manage

60
Q

At what stage should Value Engineering be carried out?

A

For most traditional projects, value engineering happens during the design phase. The owner works with a design team to develop construction documents, and those documents are then used by contractors to develop cost estimate

61
Q

What is value management?

A

Value Management is a technique concerned with defining, maximising and achieving ‘value for money’ (VfM).

Value management is a team-based approach used to define the client’s objectives and ensure best value, whole-life solutions are selected to satisfy those objectives. It is not necessarily about cost cutting.

62
Q

Can you clarify the difference between value engineering and value management?

A

Value Management is proactive, conceptual, overarching, and strategic. Its benefits are maximized at the beginning of a project but are experienced throughout construction and beyond.

Value Engineering is reactive, specific, and immediately practical or technical

63
Q

What is whole life costing (WLC)?

A

Whole life costing is an investment appraisal and management tool which assesses the total cost of an asset over its whole life. It takes account of the initial capital cost, as well as operational, maintenance, repair, upgrade and eventual disposal costs.

64
Q

What are the items included in WLC?

A

Whole life costing includes:

  • Initial capital cost
  • Operational expenditure
  • Capital expenditure
  • Eventual disposal costs
65
Q

What are the advantages of WLC?

A

What are the advantages and disadvantages of WLC?
Advantages:

Better Planning – Whole Life Costing will add (where possible) a greater level of detail to planning. It will help to provide internal customers and project managers with relevant information to help with effective planning

Transparent Decision Making – a commitment to WLC will provide a framework that can be used to support business decisions. If WLC is supported, it can help to develop a greater shared understanding of how and why difficult planning and budget decisions are being made

Realistic Long-Term Budgeting –any ambitious long-term capital programme will include financial implications in terms of revenue costs for service and maximising the value delivered by the building. A commitment to WLC will provide a much better understanding of these financial implications to support integrated and long-term financial planning

66
Q

What are the disadvantages of WLC?

A

Disadvantages
- Accuracy – hard to accurate predict costs so far in advance

APC Revision 2023 (34 decks)

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