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8/3/2019 Adawiyah Assignment 1 PM
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SEMESTER 1, SESSION 2011/12
PROJECT MANAGEMENT
FOR THE BUILT ENVIRONMENT
(AQS 4292)
COURSEWORK 1
PREPARED BY:
NURRABIATUL ADAWIYAH BTE JALALUDIN
1011220
BACHELOR OF ARCHITECTURE
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a) Why is Project Management very important for the Construction Industry?(40 marks)
Introduction
The construction industry is often known as a very highly fragmented industry with a large
number of activities involving different parties and professionals such as architects, engineers,
quantity surveyors, contractor teams, suppliers, financiers and others. By being a fragmented
industry, management efficiency and competency in the industry is needed to gain a higher level
of competitiveness. The needs for such an approach has become more important and more
pronounced, not only due to the increased size and complexity of building projects but also as a
result of growing participation by international contractors. Thus, the intervention of Project
Management Consultants becomes a step to solve the issues.
In the Malaysian scenario, Project Management Consultant can be described as a group of
professionals which has been formed to manage a project from the start to its completion stage.
For the government projects, these groups of professionals such as engineers, architects, quantity
surveyors and accountants who work under one project management team will take the role of
Project Work Department (PWD) in order to manage as well as to deliver the project accordingly.
Bernard (1987) highlighted that the role of project management consultant is to re-integrate the
very much disintegrated construction industry in order to avoid, as far as possible, conflict, lack
of communication and waste of efforts through better co-ordination, closer cooperation and more
effective control. Project management consultants are also required to have a body of knowledge
in order to be consultant to others. Without those required knowledge, the chances of delivering
the project as planned is minimal.
In addition, The Alexander Hamilton Institute (1984) had realized the necessity of Project
management to be applied in construction industry. Many projects are completed without any
formal project management practices. These projects are often plagued with delays and cost
overruns. The main point is not just completing a project, but completing it correctly. If the
projects end with massive cost overruns or constant delays, you are probably not getting a
maximum return on investment from all the time and effort you and your firm expended. Thus, in
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order to understand project management, you must first recognize what a project is (Harold,
2004).
The Project Management Institute defines a project as a series of tasks, arranged in a defined
sequence or relationship that produces a pre-defined output or effect. A project always has a
start, middle and an end (PMBOK, 1999). A Project can be defined loosely as an item of work
which requires planning, organizing and dedicating resources and expenditure funds, in order to
produce a concept, a product, or a plant (James and Albert, 1994).
On the other hand, project management is the process of integrating everything that needs to be
done as the project evolves through life cycle in order to meet the projects objectives. It is the
process of planning, organizing and managing tasks and resources to accomplish a defined
objective, usually within constraints on time, resources or cost. The Project Management Institute
defines project management as the application of knowledge, skills, tools and techniques to
project activities in order to meet or exceed stakeholders needs and expectations from a project
(PMBOK,1999). Project management emphasizes on the ability to develop fully integrated
information and control system to plan, instruct, monitor and control large amounts of data,
quickly and accurately to facilitate the problem-solving and decision making process.
The importance of project management in construction industry
Project Manager is the person appointed by client to manage the project management consultants.
Project manager need to establish who are the stakeholders (beside the client) and analyze their
needs and expectations to define the purpose of the project, its scope of works and objectives.
The disciplined of project management can be describes in terms of its components process,
defined by PMBOK as nine knowledge areas which are;
Project IntegrationIntegrates the tree main project management processes of planning, execution and control
where inputs from several knowledge areas are brought together.
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Project Scope ManagementProject scope management includes the process required to ensure that the projects
includes all the work required, and only the work required, to complete the project
successfully. It is primarily concerned with defining and controlling what is or is not
included in the project, to meet the sponsors and stakeholders goals and objectives. Itconsists of authorization, scope planning, scope definition, scope change management and
scope verification.
Project Time ManagementProject time management includes the process required to ensure timely performance of
the project. It consists of activity definition, activity sequencing, duration estimating,
establishing the calendar, schedule development and time control.
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Project Cost ManagementProject cost management includes the process required to ensure that the project is
completed within the approved budget. It consists of resources planning, cost estimating,
cost budgeting, cash-flow and cost control.
Project Quality ManagementProject quality management includes the process required to ensure that the project will
satisfy the needs for which it was undertaken. It consists of determining the required
condition, quality planning, quality assurance and quality control.
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Project Human Resources ManagementProject human resources management includes the process required to make the most
effectives use of the people involved with the project. It consists of organization planning,
staff acquisition and team development.
Project Communications ManagementProject communications management includes the process required to ensure proper
collection and dissemination of project information. It consists of communication
planning, information distribution, project meetings, progress reporting and administrative
closure.
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Project Risk ManagementProject risk management includes the process concerned with identifying, analyzing and
responding to project risk. It consists of risk identification, risk qualification and impact,
response development and risk control.
Project Procurement ManagementProject procurement management includes the process required to acquire goods and
services from outside the performing project team or organization. It consists ofprocurement planning, solicitation, source selection, contract administration and contract
closeout.
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Scope, Time, Cost and Quality are four core elements which determine the deliverable
objectives of the project while Integration, Human Resources, Communication, Risk,
Procurement and contract are the means of achieving the deliverable objectives.
The disciplined of project management highlighted that project management become as a tools to
monitor and control projects in construction industry. The four main elements that crucial in
construction are time, cost, cash flow and quality. Controlling these four elements will lead to
successful project management in terms of managing the quantity and quality of the projects.
These four elements need to be control during pre-contract and post contract stage in order for the
project to run smoothly.
Figure 1.0: Project control.
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In terms oftime, project management is important in management of the construction process to
ensure that the project completed within the time frame given by the client. This can be achieved
by establishing the best way to implement the construction process, which would include proper
scheduling, and the coordination and control of the flow of labor, materials, and equipment to the
job site. Managing the construction process is very crucial as it deals with long process from
design initiation to the closure of the project.. This process also known as lifecycle of the project
as explain below.
Figure 1.1: Project Lifecycle Diagram Project Management Guidebook (2003)
Figure 1.2: Project Lifecycle
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The process is often very complex; however the solutions at various stages are then integrated to
obtain the final outcome. Each stage requires different expertise; it usually includes both
technical and managerial activities in the knowledge domain of the specialist. Thus, effective
work programmed need to be produced to ensure that the project can be handover during the
period given.
The other importance of project management is in term of cost. Cost relates with financial
management of the project such as control over cost, cash flow and adequate project funding as to
ensure that the project will be within client budget. Project management required the preparing of
cost plan as a basis for controlling design. As the design develops, quantity surveyors will check
the design against the allocated budget. Moreover, planning of the cost plan at the early stage of
design brief will control occurrence of variation orders and re-measurement of works. In
addition, project management helps in controlling the cash flow of the project. The cash flow
need to specify on the capital cost, funding, running cost, and margin profit that client can get.
Another benefit of project management is in terms of quality. Good project management will
resulted in good quality of materials and workmanship. Client always emphasized on the good
quality of project as it will affect their business after the project is completed. They have certain
standards that need to be followed by the consultant. For example, the quality of materials used
for the project need to be checked and tested before apply at the building. Moreover, since labor
productivity and a harmonious working environment are essential elements of a successful
project, control over human resources also becomes important. Skilled workers are more
preferable to produce good building than unskilled ones while good characteristic of workers will
avoid problems which can delay the projects.
Moreover, project management plays an important role as integrator and coordinator between
the client, contractor, consultants, and specialist. It begins with planning where the project
will be effectively monitored and communicated to all parties. In construction, there are many
parties involved and a lot of technical and non-technical inputs were discussed. Thus, there is a
need of good project management to ensure that the project is run smoothly. Project manager
plays important role in ensuring that all works are distributed to the designated person and the
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work is done accordingly. For example, project manager need to make sure that all the drawings
are coordinate between the consultant as to avoid any discrepancies or unsynchronized drawings.
Problems will occur during tender and construction if the drawings between all consultants are
different. Project manager also need monitoring all the consultants to avoid any delays of work
because if architect, for example, late in producing drawing, it will affects the drawings of
engineers and delayed the work of other consultants.
Project management involves more than just what a project manager does, all team manager
engage in some level of project management, whether meeting deadline, communicating with
others, or estimating task durations. Everyone involved in the project contributes to its success.
This statement is supported with the survey carried out by Jaafar (2005) which concluded that the
level of clients satisfaction did depend on the services rendered by the project consultant,
contractors, time, quality, cost and the most important criteria to the clients were that the project
delivered met with the specified requirements of the client.
Project management allows us to achieve an objective with the minimum interference from
events that can delay or stop us from achieving that objective. In planning, we consider threats
and opportunities for the projects. We identify the threats or risk of the project, the probability of
occurrence, the effects on the project and how to handle it. We try to predict the problems and
prepare with the possible solutions that can help to resolve the issues. We can also identify the
opportunities and how to take advantages when planning the project.
Parties involved in
ro ectClientsConsultants
AuthoritiesContractors (&
Sub/ s ecialist
Su liers Purchasers
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The failure in project management will affect the progress of the projects as it will cause;
delay in completing project cost/budget overrun poor quality and workmanship no purchasers or tenants project not making profit
Conclusion
To conclude, project management is important to ensure that the project will not fail because of
certain barriers such as human attitudes and limited resources. Project management allows the
project manager to know about things that need to be done, how it should be done, who will do it,
what are the resources, when it should be done, the cost and the quality. Due to that reason,
project management comprises of time planning, cost planning, quality planning and life cycle
cost planning. The key management function is to achieve goals through the motivating teams .
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b) Explain the steps you would take to prepare a (main) Project Brief for a 5 StarResort project costing RM300 million, and ensure that the Brief is as complete as possible
and closely represents the clients needs. (60 marks)
Project Brief
Project brief is the summary of all the major aspects of a project, including the rationale of a
project, a description of the goals (impacts) and target groups, a presentation of framework
conditions and risks as well as the conceptual design of the project (European Union). Project
brief has to be thoroughly researched, comprehensive, responds accurately and sensitively to
clients needs and requirement, agreed by all participants of a project before a project can have a
chance of ultimate success.
Project brief contains the following elements which are;
Organizational Purpose Project Purpose Project Objectives Target Market
Preparing a project brief is important to ensure that the end result will fulfill clients satisfaction.Failure in meeting clients need end up in poor project managements system by project manager.
However, to achieve that, clients also play important roles in preparing project brief. Client need
to acknowledge the importance of the briefing process and their role within it. Client is
responsible in initiating, directing and maintaining the momentum of the project (from inception
to completion). They provide information, organizing and allocating adequate resources for
briefing and monitoring buildings performance.
Thus, project manager assigned for the project need to ensure that the client has given a complete
and adequate briefing about the 5 Star Resort project before the complete brief being prepared by
project manager. Project Manager needs to ensure that the brief was prepared based on what
clients needs not what they want. The project brief will be the yardstick to measure if the
building produced later on meets the client requirements or not.
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All the parties involved need to know their role in preparing project briefs. Basically, project
brief can be divided into three which are main project brief, layout plan brief and design
brief. Main project brief are between the client and the project manager. Once the client
confirmed their needs to build, (initial) project brief for the resort can be produced to get the
project team going. The purpose of Initial project brief is to acquire the information needed
through the starting up of a project. The parameters includes type of building, overall size,
budget amount, lifespan of building, clients needs, objectives and priorities, end users needs etc.
Next, detailed project briefis produced based on the initial brief. Inputs of all interested parties
such as the client, the end users and the design team were obtained and considered through
meetings. At this stage, documentation of the project and communication between parties
involved are very crucial. Layout Plan Brief between Project Manager and the Town Planner as
well as Design Brief for the resort between Project Manager and the Architect are carried out.
Figure 2.0 Development of Project Brief
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Moreover, to avoid any discrepancies between the prepared brief and client needs, several steps
are needed in preparing brief for a 5 star Resort project according to the stages which are Project
Appraisal Stage, Project Proposal Stage, and Project Design Stage.
Steps to prepare project brief for 5 Star Resort Project.
1. Project Appraisal StageThis is the early stage where Project Manager prepared Project Brief of the 5 Star Resort based
on the consultation with client.
Clients requirementThe first step is to know the client requirements for the projects. Usually, it will includes the
information on budgets/costs, timing, technical, contractual, legal, safety, fire, disability
requirements, planning/building consents, energy management and servicing/maintenance issues.
During briefing process, project manager need to assists the clients in defining the project in
terms of design possibilities and constraints of the project and decision making. Project manager
need to aware of essential information that they need in commencing the project as not all clients
have experiences in the project.
If there is lack of information from the client, then, external sources are needed for the project
from the experienced personnel that always involved in 5 Star Resort project. Questionnaires,
checklist, publications, visits to existing resort (as case studies), research investigations, users
studies and continuous feedback are other external sources for the brief. Feedback information
can be derived from study of past (project) development process, from inception to
commissioning, post-occupancy evaluation and operation and maintenance.
Consultant needs to have an overview about the characteristics of 5 Star Resort projects that need
to take into consideration in terms of complexity, maintainability, flexibility and continuity. The
project manager should bear in mind that for this type of project, the client may varies depending
on the project stage. Usually the client for the project and the operator for the resort are different
party which will affect the commencement of the project. The project manager must balance the
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need of client which is profit based only with the needs of the operator especially in terms of
building maintenance. Client may want the materials used for the project to be very high quality
and beautiful, however, project manager need to consider about the maintenance cost that
operator need to spend if there is any defects at the buildings after project hand over. Life cycle
cost need to take into consideration. Moreover, the consultant needs to take into consideration of
the flexibility in design for the projects. The project may have future extension or change the
used in a few year times. Thus, designing and constructing a building with good flexibility,
allowing for expandability and upgradability is highly recommended. In terms of continuity, it is
importance that design and construction of hospitality facilities is carried out correctly and in
high quality so that the hospitality facilities can maintain their service with minimum breakdown
and disruption to customers.
Feasibility studyAfter getting the project inquiries, Project Manager for 5 Star Resort project shall produce a brief
report on the requirements of a feasibility study and complete an initial project proposal to
allocate funds for a feasibility study to be completed. The report should include description of
facility, roles and responsibilities, communication, extent and deliverables of the study,
reporting requirements, procurement strategy and programme.
Feasibility study is important to determine the suitability of the site in terms of market
feasibility, organizational feasibility, technical feasibility, financial feasibility and social
desirability. Financial feasibility will relate with profitability and cash flow analysis while
technical feasibility emphasizes on the physical constraints and ground conditions.
Feasibility studies contain comprehensive, detailed information about the business structure,
products and services, the market, logistics of how to deliver a product or service, the resources
need to make the business run efficiently, as well as other information about the business. This
study will be presented to the clients to shows the feasibility of the project at that site. If the site
is suitable and had a great potential for 5 Star Resort project, the client must aware with any
unresolved issues regarding land matters. If the site is not suitable, then, the client needs to find
another site that will give benefits to the project and generate income.
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Budget/fundingCost control is important in preparing the brief. Project Manager needs to be aware with the costs
of the project and ensure that the design, resources of the project and the expenditure is within the
agreed budget. Cost control can ensure that the projects achieve balanced design expenditure
between elements in a building and ensuring value-for-money projects. As the project costing
RM300 million, the consultants can use design-to-cost method for the project to achieve the
quality needed for 5 Star Resort. Besides, Quantity surveyors appointed for the project can
prepare a set of Preliminary Detail Abstract or known as PDA to get the rough figure of the
project based on the clients requirements. This PDA will help the consultants in preparing their
proposal for the buildings in terms of design and facilities needed. Architect for example, can
prepare for preliminary schedule of accommodation. The financial components of labour, plant,
material, overheads and profit applied to an item are also takes into consideration. Cost in use and
life cycle cost of the building are also being monitored to control the cash flow of the project.
Time-scaleTimescale is a broad estimate of timings, in particular completion date and any other key
milestones. To prepare the brief, project manager need to assume the length of time for the
project. Project manager need to prepare work programmed using the planning and control toolssuch as Gantt chart. Besides, the duration of the task can be determined by experienced, method
of study and work study of related project. Time also related with the design length, from the start
of the project to the completion.
FunctionFunction is important in determining the primary reason for the project to exist.
2. Project Proposal Stage
From the previous stage, Project Manager will update the project brief. During this stage,
operational requirements and any functional relationships, size of the facility, specific technical
requirements (design life, performance standards, procurement strategy and alignment with
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framework agreements) and formal communication structure need to be considered. For the next
step, consultants need to get detailed statement from the client on the space and facilities required
and the specification they want for the resort including their ideas and standards. This data is
needed to prepare the schedule of accommodation and design brief. Any decision making and
changes for the project need to come from the authorized personnel of the project or decision
maker to avoid and problems later on.
Options for discussion, approximation of costThe consultants can come out with various proposals for the project. For each option a financial
appraisal is to be completed in order to clearly identify the optimum business solution.
Risk AssessmentThe Project Manager will undertake an initial risk assessment and develop the Risk Register for
the project based on the proposals. This includes cost estimates for each construction solution and
allowances against some of the risk were identified. This information will be updated for client
approval.
Outline planning permissionClient and consultant need to emphasize on planning permission for the resort at that area.To propose a 5 Star Resort project, consultant need to aware of the requirements needed by local
authority and related party on specification of 5 star standards. The information gathered will be
highlighted to the client to ensure that the resort will become a 5 Star Resort. At this stage,
consultant can prepare brief based on local authority requirements, clients requirements and
technical requirements.
The brief produced at this stage will be submitted to client for approval while the cost for the
project will be revised to match with the updated elemental cost plan. Various elements of design
are developed and their specification is finalized.
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3. Project Design Stage
This is the final stage needed to prepare the project brief. Project Manager will update the project
brief based on the previous stage. At this stage, design scheme (functional layouts),
circulation/operational strategy, phasing/demolition/decanting strategies, design concept and
proposed services strategy (services schematics and structural schematic) and procurement
strategy need to be considered and finalized. This is also a progressive task where various
elements of the design are developed and their specifications are finalized.
Then, the updated schedule of accommodation and project brief will be given to quantity
surveyor to detail up the cost plan. After finalizing the project brief with the consultant, project
manager will discuss with the client on the schedule of accommodation, the budget estimation of
the project based on the given schedule of accommodation and the propose materials for the
project as well as propose work programme. These will determine either the management of the
project is successful or not as it relates with the end result of fulfilling client requirements, within
the given budget of RM 300 million and within the time frame. This discussion with the client
and other consultant is important to avoid any discrepancies. Amendments will be done if there is
dispute on costing for certain design requirements, the specification and space provided by
consultants and others.
Finally, after all the discussion and amendments, the brief can be compiled as a guideline for the
design of the resort. At this final stage, client agreement on the document is crucial and the
document must have been approved with initial by authorized person. Client has to bear in mind
that they are responsible for any changes in future which may lead to variations orders, exceeding
the cost and delaying the projects except for minor adjustment needed.
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Project brief
The project brief should contain the following sections:
a) Project TitleProject title for this document will be stated, for example 5 Star Resort in Langkawi togetherwith the names of the Project Manager and Project Sponsor.
b) The purpose of the documentThe purpose of this document is to provide a full and firm foundation for the scope and
management of the 5 Star Resort project in Langkawi. In particular it is intended to:
Document the Project Office teams understanding of what the business requires the project
to deliver so that the team can meet expectations
Set out in a single document the business requirements of the project
Define the scope of the project in terms of what is included and what is specifically
excluded
Specify the products and outcomes of the project so that all stakeholders fully understand
what the project will deliver
Document the benefits which can be realized through delivery of the above products and
outcomes
Be utilized as a basis to identify and manage potential changes to requirements.
This document provides a base document for deriving other project documents, and therefore
it is important that the document provides a shared and common understanding, which is
endorsed by the Project Board for the 5 Star Resort Project.
c) Background of the ProjectA brief description of the background of this 5 Star Resort including how the project came
about, what the project is about, why undertaking the project, and the outcomes of the
project to the organization.
d) Project DefinitionThis section involves working down through a hierarchy of scale, moving from the broad
vision for the project through to specific objectives; deliverables and the tasks needed to
produce them.
Project Aims and VisionBrief description of the aims for the 5 Star Resort in Langkawi and the outcomes to
achieve the aims. This includes some reference to likely timescales, budget and resources,
and what the project will aim to deliver.
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OutcomesOutcomes deal with the difference that the project will make in the broadest terms.
Examples of outcomes would be captured in phrases like improve delivery of
information; reduce duplicationof effort between agencies.
Project scopeDescribe the major deliverables of the project along with specific products, which are not
part of the project. Describe the major dependencies (which impact on the project during
its life) and interdependencies, which will exist after implementation.
Project objectivesExplain what the project is trying to achieve by stating its objectives, which should be
measurable and defined in terms of the projects major deliverables, effort, cost,
tolerances and business benefits expected.
OutputsOutputs are things that will be delivered by the 5 Stars Resort project. Outputs have
connection with outcomes, where the outputs are used by the projects clients to achieve
the outcomes.
Method of approachThis section is important for many voluntary sector projects as a way of demonstrating the
distinctiveness of a project, or to emphasize the values that are implicit in the project.
Examples: involving users, work in partnership withother agencies.
ExclusionsState which products are excluded from the project, including any products that may be
added at a later date, subject to appropriate change control processes.
ConstraintsDescribe the constraints within which the project must operate, for example there may be
constraints on the amount of resources available to the project or the location of the
project team.
InterfacesDescribe any interfaces with the project both internal and external to the organisation
including any links to other projects.
Acceptance criteria
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Insert a prioritized list of criteria which the project must meet before the client will accept
them. It is essential therefore to meet with the client and seek agreement as to content and
priority.
Benefits & Costs AnalysisA brief statement of the main benefits to be gained from undertaking this project and the
main costs which will be incurred and which need to be controlled and contained. Not
necessarily a full cost-benefit analysis but a brief overview.
Key Milestones DatesA broad estimate of timings, in particular completion date and any other key milestones.
StakeholdersList of project key stakeholders or delivery partners which will give impact to the project
or will be impacted by the project and describe on how they will be engaged.
CommunicationsBrief details of how Project-level communications are to be run or operate in this project.
e) RiskEffective project management puts effort into managing the risks within a project,
focusing attention and allocating resources where it is needed most, rather than spreading
them across the whole project. The main risk is the issues which may delay the project.
The priority ones should be identified with suggestions as to how they could be averted or
their impact lessened.
f) Project Organizational structureProject Organizational Structure will clarify the structure of the Project Board and the
project team. It is important to be clear on staff roles within the resort projectThe
development of an effective team is a key component in the development of a successful
project and there is a wealth of literature available on team building.
g) QualityIt is useful to identify the quality measures and to be clear on who will be responsible for
seeing that they are met. The quality plan will also deal with how the project will beevaluated as it proceeds. Evaluation often continues after a project is complete, but it is
important to build these mechanisms into the project at the planning stage.
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References
Course 19: Managing Projects, Matt H. Evans,
http://www.exinfm.com/training/pdfiles/course19.pdf
http://www.projectauditors.com/Training/Introduction_to_Project_Management.html
Dzulkarnaen Bin Ismail, Services Provided By Project Management Consultant in Malaysian
Construction Industry, October 2005, Universiti Teknologi Malaysia.
Pms_project brief.pdf
Project Management in the Construction Industry,
http://www.aiu.edu/publications/student/english/Project%20Management.html
Project Management Fundamentals, Niladri Mallick Choudhurhttp://www.giorgiogiussani.it/project-managemet_EN.pdf
Project Brief, Norfolk Connect Partnership
http://www.norfolkconnect.gov.uk/norfolkconnect-papers/documents/Project_Brief_1.pdf
The Need for Systematic Project Management in the Construction Industry,
http://www.straits-engineers.com/publications_pdf/publication_1.pdf
Yahaya Mohd Yunus, Project Management for the Built Environment,(2011)
International Islamic Univesity Malaysia.
http://melashri.wordpress.com/2008/02/12/project-management-definitions-2/
http://media.wiley.com/product_data/excerpt/44/04708512/0470851244.pdf
http://www.works.qld.gov.au/downloads/bpu/cwmf_project_definition.pdf
http://www.lindsay-
sherwin.co.uk/project_framework/htm_4_control_and_reporting/03_project_brief.htm
http://www.ictknowledgebase.org.uk/fileadmin/ICT/pdf/project_management/lcgpm.pdf