NCIDQ - Ch. 28 - Project Management

An important part of the schematic design phase includes

- Coordinating work of consultants - Integrating the design with the applicable building systems - Making sure codes & regulations are met - Begin budgeting the project based on client's resources - Develop design and production schedules

What are advantages of a follow-up program after a job has been completed?

- Good impression/references - Maintain contact for future business - Knowledge for future projects

What factors determine design time scheduling?

- Size and complexity - Number of people on project - Abilities of team (younger vs. older) - Type of client (large corporate/public = approval process) - Move-in dates, lease expiration

The project notebook should contain the following items

1. General Reference - index, project directory: name/address, filing index 2. Contracts - Owner-architect agreement, work authorizations, lease provisions 3. Fees and Schedules - Prelim & detailed sched.,time and fee projections, budgets, task assignments, financial management report summaries 4. Programming - goal statements, program, code/zoning, equipment, utility, other 5. Budget - Construction, furniture, other 6. Communication - Meeting minutes, phone/e-mail log, transmittals, design review notes, client approvals 7. Construction Admin. - Shop dwg, bulletins, change orders, field orders/reports, application/certificates for payment 8. Close-out/follow-up - Punch list, certificate of substantial completion, summary of construction costs/fee, comments, consultant evaluations, follow-up visit notes

What is included in follow up?

1. Meetings (weekly) with team during "shake down" period 2. Make sure the client has all operating manuals and maintenance procedures 3. Send client professional photos (if taken) 4. Monthly/Bimonthly meetings - maintenance issues, intended use vs actual use, guarantees, additional design work

What are a project managers responsibilities?

1. Team marketing efforts 2. Participate in writing proposals and fee estimates 3. Participate in preparing agreement between designer and owner 4. Project schedule 5. Prepare the time estimate for work to be done 6. Participate in hiring/coordinating consultants 7. Document project 8. Review invoices/billing 9. Participate in bidding 10. Complete job closeout -Centralizing the control of these responsibilities in one person increases the likelihood that that the client's project will be completed on time and within a budget

The project manager coordinates

1. all members of the design and construction team, as far as the team's tasks relate to the activities of the interior design office 2. the entire process of a job, from inception to final move-in and post occupancy

The project manager must constantly coordinate the various people involved:

1. design firms staff 2. consultants 3. client 4. building code officials 5. firm management

Fee Projection should be developed off of the following

1. scope of work 2. associated costs (direct personnel expense, indirect expenses, overhead) 3. consultant fees 4. reimbursables 5. profit desired

Four basic kinds of communication in a design office:

1. work assignments 2. instructional 3. reward and punishment 4. social deal with each items separately for the greatest impact

Consultants may include:

Architect, structural engineer, mechanical engineer, and electrical engineer Subjects may include: acoustical design, construction specifications, building code compliance, fire protection, hardware, commercial food service, security systems, audiovisual systems, and telecommunication systems.

CPM Chart

Critical path method. Graphically depicts all the tasks required to complete a project, the sequence in which they must occur, their duration, the earliest or latest possible starting time, and the earliest to latest possible finishing time. Defines the sequence of critical tasks that must be started and finished exactly on time if the total schedule is to be met.

How should a manager approach team/consultant expectations?

Define the problem, outline individual thoughts, request specific approaches, time limit and maximum fee limit. Always outline task, time allowed and results expected.

Establish an environment in which initiative will be encouraged

Design is a creative business and an atmosphere that stifles fresh thinking and a willingness to explore is simply counterproductive. On a day to day basis, the project manager should perform this function, the result will be better morale and a better project.

Two major parts of a project schedule:

Design time & construction and installation time

Provide recognition when it is due and encourage self-esteem

Every person needs to be recognized. When praise is given, do it publicly

What are three ways to graphically show a construction schedule?

Gantt chart Critical path chart (CPM) PERT chart

The most common and easiest planning chart is the:

Gnatt Chart (bar chart)

Monitoring

Keeping track of the progress of the job to see if the planned aspects of time, fee, and quality are being accomplished

Excess perfection syndrome

Marginal progress toward perfection. The desire to put in extra time to achieve an idealized level of quality. There is a point where spending the extra time does not increase the quality much. Could mean profit or loss on a project.

Why is the project notebook one of the best tools for project management?

On small projects, it can be used to establish a filing system for the office. Gives immediate access to planning, coordinating, and monitoring the job. Can be taken to the job site.

Evaluate performance of the staff members on the project team

People like to know what kind of jobs they are doing, so this evaluation should be on a continuing basis, not the formal six-month office evaluation

Project management consists of

Planning, scheduling, monitoring, coordinating and directing, documenting, closing out the job, and client follow up.

PERT chart

Program evaluation and review technique. Another technique sometimes used by contractors for large jobs. Similar to CPM, but uses a different charting method.

The interior designer estimates construction schedule during the ____ phase.

Programming

When should preliminary info for space planning be verified?

Schematic design. Some items can wait until DD, but items affecting overall space plan or significant cost should be done in the schematic design phase.

Who is responsible for construction scheduling?

The contractor, however the designer needs to be able to estimate the entire schedule

Project management planning involves setting requirements in these critical areas:

Time Fees Quality

Full wall schedule

Useful technique for developing a schedule while involving all members of the design and construction team (including the client). Lines are drawn with spaces between each line representing weeks. Team members write on 3x5 cards and place "start" & "finish" cards where they think the activity should be placed. Interactive = discussion point among all team members.

Gantt Chart (bar chart)

Various activities are listed along the vertical axis (programming, DD, CD, etc.) and a timeline is extended along the horizontal axis (most commonly weeks). Each activity is given a starting and finishing date, and overlaps are indicated by overlapping bars for each activity.

Don't be alarmed when people get angry

a good project manager will recognize anger as a signal of something significant, not just a personality trait. They should analyze what may be causing it, and work with the person to solve the problem - not simply dismis or get angry in return

Bring in consultants at the earliest possible time

consultants like to feel they are an integral part of the team and not just an afterthought. Early input will prove valuable in developing design concepts and avoiding misdirected design efforts.

Quality planning

determining with the client what the expectations are concerning design, cost, and other aspects of the project. It does not mean high cost but rather the requirements of the client based on his or her needs. Needs are determined in the programming phase.

Be sensitive to the manager-subordinate relationship:

different points of view can be challenging. Subordinate may want to move up, manager worried he's coming for his job. recognize this and work within limitations to keep things positive.

Recognize that most clients want to be involved with the design of their building or space

don't adopt the attitude that the design team knows best and shuts the client out

Provide ways staff members can grow and advance

each person can be challenged with work assignments and encouraged to expand their knowledge and skill levels

the _____ is responsible for coordinating the activities of the various consultants

interior design/project manager

The ____ informs the appropriate consultants about the applicable code requirements and any design decision that may have code implications

interior designer

The ____ is responsible for paying the consultants

interior designer if contracted directly. owner if contracted through owner.

Each consultant is responsible for accurate production of work and complying with codes, however

interior designer is prime consultant and is liable to the owner for the consultants work

Open up communication of the project team

keep everyone informed of job progress, problems, schedules, goals, and general status

Always clarify the expectations of people on the project team:

make sure they know exactly what is wanted and when it needs to be completed and at what level of detail or quality. Outline task, time allowed, and results expected.

Structural Engineer consultant

must be retained for any structural modification, building frames, load bearing walls, floors. The engineer will produce any drawings and specifications for the structural portion of the project.

Establishing a follow-up program for clients

pays big dividends in the long run. It should be as much a part of project management procedures as monitoring fee expenditures or attending job meetings.

Electrical Engineer

produces drawings and specs for power system and lighting system. Can also handle telephone, signal, and security systems.

Mechanical Engineer

provides the design and specs for any HVAC and plumbing. Also can do fire protection systems (or could be separate)

The designer is

responsible for design schedule, production of CD's and install of furniture

Time planning

scheduling the work required and making sure there are enough fees and staff to complete it

Pro's and Con's of a bar/Gantt chart

simple to make and understand and suitable to small for midsize projects. Cannot show all the sequences and dependencies of one activity to another.

Encourage general discussion of the broad issues involved in a project at appropriate times

take time at in-house seminars, retreats, or social gatherings to review what everyone is doing, why, and ways to improve

Fee projection

takes the total fee the designer will receive for the project and allocates it to the schedule and staff members who will work on the project, after deducting amounts for profit, overhead, and other expenses that will not be used for professional time

Never give responsibilities without

the appropriate amount of authority to make decision and carry out actions

Project manager should be directing

the individual efforts of the staff on a weekly or even daily basis to make sure the schedule is being maintained and the necessary work is being done

Commit to resolve conflicts as they occur

the natural tendency for most people is to avoid a problem and hope it will go away. It seldom does; it usually just gets worse. Solve the problem as soon as possible.

Meeting notes

vital to a properly managed project. Minutes of every meeting should be taken and distributed to the participants, including those who did not attend but need to know what happened.