Project Management - Case study

Prepare a Project Initiation Kick Off Plan for a residential flat scheme (5 storey, 30 apartments, 3 BHK)/or a 1000 seated indoor stadium. Establish the objectives and scope of the project; it is first necessary to identify the overall reason for the project by relating it to one or more objectives of the organization.

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Answer:

Introduction :

The purpose of Project Initiation is to begin to define the over- all parameters of a project and establish the appropriate project management and quality environment required to complete the project.

Development of the Project Charter is a pivotal starting point for the project, establishing the project definition that will serve as the foundation for all future efforts. The completion of this process is marked by the Project Kick-off Meeting, in which the Project Manager presents the Project Charter.

Purpose of Project planning:

Successful projects begin with a detailed project definition that is understood and accepted by Stakeholders. Putting everything down in writing helps ensure a commitment among Project Team members and between the team and the Stakeholders. As part of Project Initiation, an initial Project Plan is developed, which comprises the Project Charter, Cost/Scope/Schedule/ Quality (CSSQ) documents, and preliminary risk identification list. These documents, once approved, ensure a consistent understanding of the project, help to set expectations, and identify resources necessary to move the project to the next level of detailed planning. Potential problems are identified so that they can be addressed early in the project.

Also during Project Initiation, a high-level Project Schedule is developed as the roadmap to more detailed Project Planning and Project Execution and Control. This high-level schedule will be refined over time, and will serve as the primary source of information regarding project status and progress. An accurate, realistic, and complete schedule, rigorously maintained, is essential to the success of a project.

Sponsorship of the project must be confirmed or gained during Project Initiation. Having a Project Sponsor, and securing approval early in the project management lifecycle, helps to ensure a commitment to the project.

This phase consists of the following objectives:

1. Prepare for the Project, where the Project Sponsor and initial Project Team are identified and work with the Project Manager to create the Project Charter.
2. Define Cost/Scope/Schedule/Quality (CSSQ), where the Project Manager, along with the Project Team define the scope of the project and identify the preliminary budget, high-level schedule and quality standards to complete the project.
3. Perform Risk Identification, where the Project Manager and Project Team begin to identify and document any risks associated with the project.
4.  Develop Initial Project Plan, where the Project Manager and Project Team identify all Stakeholders and document their involvement in the project, develop means of commu- nicating with them, and compile all documentation created during Project Initiation to produce the Initial Project Plan. 
5. Confirm Approval to Proceed to Next Phase, where the Project Manager reviews and refines the Business Case, secures resources required for Project Planning and pre- pares the formal acceptance package for review and approval by the Project Sponsor.

Project Initiation Kick Off Plan for a residential flat scheme

Roles & Responsibilities :

Constructing a residential flat will require the participation of a variety of professionals including: 

• Real-Estate Agent – Responsible for assisting the Owner in buying and selling land, and usually coordinates various aspects of the closing when the property deed is transferred. 

• Construction Lenders – Responsible for lending money to the Owner to purchase land and/or the house. (Most often, the land and house are used as security until the loan is paid in full.) 

• Construction Manager (C.M.) or General Contractor (G.C.) Acting as CM – Responsible for assisting the Owner in planning, organizing, and controlling the building process to ensure the Owner's best interest is maintained from start to finish. 

• Architect/Designers – Responsible for creation of Drawings & Specifications following the requirements provided by the Owner orienting house and the site to family lifestyle prior to and during construction. 

• Civil & Structural Engineers – Responsible for providing scientific knowledge to solve construction problems related to geological and structural conditions during creation of Drawings and Specifications. 

Project Guide 

For the Owner with an optimistic "can do" attitude, the DESIGN/BUILD process may seem manageable – and indeed it can be if stayed organized. The DESIGN/BUILD MATRIX below helps to“compartmentalize” the complex information so that it will become easy to make decisions sensibly and sequentially. The matrix allows the Owner to focus on one block of information at a time. First, there will be a need to translate the requirements of thelifestyle into Contract Documents which will direct all activities for  home building residential flats.

The DESIGN phase AND the BUILD phase ARE INTERDEPENDENT and take into consideration the Owner's needs and desires in both written and graphic form. A reasonable amount of time must be allotted to address all aspects for DESIGN solutions. The purpose of this section is to provide definitions for the terms used on the DESIGN/BUILD MATRIX.  

The DESIGN Phase :

The DESIGN phase is generally defined as follows:  

• Schematic: Define Owner's lifestyle, site conditions, and relevant code and zoning standards; study alternative ideas and cost ranges for each component of the Building assembly from site to landscape.  

• DESIGN Development: Consider alternatives and sketches most apropos for Owner’s lifestyle and site development; investigate more definitive plans, and up-date Budget Estimate for the entire BUILD sequence. 

• Contract Documents: Create Drawings and write Specifications through a series of conferences by Owner; prepare documents for code and zoning compliance and building permit application for all components.  

• Bid/Negotiations: Prepare Contract Documents for contractor Agreements and Conditions of construction; establish budget guidelines and secure proposals from Trade Contractors and Suppliers for total scope of work to be performed. 

• Construction Observation: Check materials and methods at critical points during construction; review Trade Contractor's completion of work and application for payment; up-date design, budget, or products if required by changed conditions.  Maintain Quality Control from outset to completion of project. 

The BUILD Phase  

The BUILD phase complements the DESIGN phase utilizing materials and products chosen by the Owner and defined by the Drawings and Specifications. Supported by Suppliers, each Trade Contractor completes a major component of the construction project. The BUILD phase is generally defined as follows:  

• Site – Combines geographical location, topography, climate orientation, water, geology, trees and vegetation, views, and noise considerations.  

• Foundation – Transfers Building loads directly to soil by use of footings, walls, slabs, piers; anchors Building to site to avoid racking or uplifting.  

• Framing & Roofing – Provides structural elements of floor, wall and roof systems; acts as a barrier to heat loss, moisture and air infiltration; creates aesthetic form.  

• Exterior Finish – Includes windows, doors, siding, gutters and downspouts; allows physical, visual, and light penetration; creates stylistic detail.  

• Plumbing – Supplies potable and utility water, sanitary drainage, and sewer disposal; trim package contributes to interior decor.   

• HVAC – Generates heating, ventilation, and air conditioning systems; trim package and vent caps lend to decor.  

• Electrical – Distributes energy for light, heat, and operation of appliances and equipment; trim package adds to interior DESIGN; services installed for television, telephone, security, and office.  

• Insulation - Controls heat loss or gain in floors, walls, and ceilings; weatherizes doors, windows, and sills; offers sound deadening for interior spaces.  

• Drywall – Covers interior walls and ceilings for finishes and fireproofing; texture and corner trim contribute to decor package.  

• Interior Finish – Establishes color, texture, pattern, and scale of interior DESIGN motif; includes paints, doors, hardware, trim, closet kits, cabinets, floor coverings.  

• Landscape – Arranges vegetation, walks, drives, lighting to marry house architecture to site; allows drainage of storm water; places gazebos, decks, patios, summer kitchens, gardens for climate orientation and lifestyle. 

  

 A good way to begin using the  DESIGN/BUILD MATRIX is to label manila files with the eleven categories of the BUILD phase. As you consider different aspects of each of the BUILD events, you should place notes, drawings, and ideas into each respective manila file. It’s a process of considering your options, refining your thinking, and making a choice among the range of alternatives open to you. Don’t try to finalize decisions. Remember: This is a process of “progressive approximation”.   Once you've initially reviewed the major events of the BUILD phase, you'll feel more confident with your original ideas and begin to weigh and consider alternative ideas. Your Schematics are based on considerations such as code and zoning standards, costs, lifestyle requirements, and aesthetic quality. 

You'll start over again as you refine ideas gathered for each of the BUILD events and progress into DESIGN Development. More than likely, you'll be creating additional manila files to expand your growing information base. For instance, your "Exterior Finish" file may be expanded into separate files for windows, doors, siding, and storm water control . Your original ideas become more definitive plans and the Budget Estimate becomes more accurate.  

At this point, your homestyle should be clearly defined, and you're now ready to create Contract Documents. Depending how adept your drafting and writing abilities, it may become especially important to retain the professional services of a Construction Manager, Architect, or DESIGNer if required by your situation. The creation of Drawings and Specifications are crucial to code compliance and successful Building permit application so be prepared for a collaborative effort.  

For Bid/Negotiations to occur, the Owner must have ample copies of Drawings and Specifications in hand to circulate among Trade Contractors and Suppliers in order to solicit their bid proposals. Depending on how skillful your legal and negotiating abilities, the Owner might consider the professional services of a Construction Manager, Lawyer, and Accountant if required by your situation. The preparation of Agreements and Conditions for the work to be performed will refine your Budget Estimate and begin to determine who will provide labor and materials for your project. 

Schedule:

In home building and remodeling, people rely on one another.  Their relationships are interdependent. When you create a Schedule what you’re actually doing is arranging events between people.  You’re making your best effort to organize people and events before the first shovel full of dirt is turned. 

This is not a clean, neat operation: There will be conflicts between Design and Build considerations. Individual differences between participants will create competing values and concerns. Dissimilar sensibilities impose varying standards for Quality Control. 

For a construction organization to remain effective, the Owner must maintain a dual fit between what goes on in the marketplace and what occurs on the jobsite. The Owner stands in the "middle" looking both directions. On one hand, there's the economic environment comprised of realtors, lenders, realtors, public agencies, manufacturers, suppliers, and trade contractors. On the other hand, there's the site criteria defined by Owner's life/home style, soil conditions, weather patterns, access to public utilities, and flow of work activities. 

What this means is the Owner should recognize the natural linkages between off-site and on- site events. The point is to Design/Build with people in mind. The Owner formulates an "agenda" when doing a construction project taking into consideration the key events for management of a residential construction project.  By defining what best fits your situation, the Owner is prepared for the uncertainties, and provides leadership to the entire organization of people.  Here are the key elements for management of a residential construction project, either new construction or a remodel project:  

1. Project planning 

2. Decision making process 

3. Design-build matrix 

4. Building green 

5. Contract documents

 6. Drawings 

7. Specifications

 8. Permits

 9. Budget estimate 

10. Cost analysis 

11. Purchasing 

12. Trade contractors 

 13. Suppliers 

14. Scheduling 

15. Safety 

16. Quality control 

17. Punch list  

  

The key elements for project management are presented in outline form appearing in a vertical column. These elements are presented in this format so you can visualize a “linear way” of modeling Project Management. The following "Topic Diagram" presents the very same elements in a “systems way” as a horizontal flow chart. The elements are presented in this format to show interdependent relationships.  By placing the "linear way" adjacent to the "systems way,” you have the opportunity to compare two different formats for the same information. 

Scope of the project:

Be Forewarned: You may be heading through a vale of tears and sorrows or into one of the most enjoyable experiences of your life. Different land professionals from different regions of the country define what may be called a "buildable site" differently.  To some professionals, a "buildable site" means the city, county; state in which the site is located will simply ALLOW you to build on it. Is it economically feasible to do? A lot of times it may be allowable by government agencies but just too expensive to develop!!!  Other professionals use the phrase "buildable site" to define a piece of land's characteristics. Language like, “Very buildable, gently sloping, 1.18 acreage.'' may mean it's pretty to look at, but might be a nightmare when it comes time to install a septic system. 

To a more experienced professional, a "buildable site'' would mean the lot is ready to build -- feasibility studies completed, all utilities available at the site, sometimes even permits for services available.  Bottom line: Research the property. There is no “guaranteed'' way of determining if a site is “buildable'' until the governing jurisdiction says it is. The different governing authorities have many and varying sets of criteria ranging from issues like minimum lot size to environmental impact.  

First things first: Legal Status 

Inquire with the county land assessor regarding legal status. Tell them where the site is located, and they'll provide you with a plat map of the property and legal description. Check if there are any easements of any kind recorded on the site.  If you have a difficult time moving forward on your property search, seek the assistance of a reliable Real Estate professional familiar with residential properties.  Be sure to look for a professional with great credentials and a content-rich web presence.

Second concern: Zoning  

What is the zoning of the site? If it's not zoned for what you want to build, what will it take for a variance, or to change the zoning? If it's zoned correctly, find a builder/contractor or survey/land planning company or realtor to get an idea of what may be some of the issues in order to build on the site -- too steep, heavily treed, flood plain, seismic zone. There could be many, many different issues with which to contend, or it could be a very desirable location.  

Third concern: Liens 

With the address of the property and legal description in hand, contact a title company and find out if there are any liens against the deed or if the site is technically or physically encumbered in any way. If you don't have access both legally and geographically, you can't get building materials to the site! 

Fourth concern: Buildability 

Go to the county or city planning department and ask them what needs to be done to make the site buildable. ``Buildable'' may mean whether the soil will perc, will not fall off a cliff, or will not experience flooding. Find out if a septic system is allowed! You may be required to tie into a public sewer system; otherwise, you'll install a septic system. A septic design specialist will determine whether it will perc. (A percolation test is a soil test to see how fast water drains through the soil.) If it percs, application to the county for a septic design approval will determine if the design is appropriate. After that you will incur the cost of installation per design and county regulations. 

1. Where are the other utility services located?
2.  Utility services such as electrical power, potable water, fire hydrant, and telephone cable are necessary. How much will it cost to bring them to the site? 
3. Do you need alternatives like a water well or tie into a community water system? 
4. How much will utility hook-ups cost? 
5. Is natural gas or television cable available to the site?  
6. Are any environmental studies required? Are there any wetlands, creeks, lakes on OR NEAR the property?
7.  What is your state's legal definition of a wetland? How far is the setback for your house from wetlands or waterways?
8.  What possible mitigation might be required? 
9. If the site is on or near a hillside, is it in a seismic hazard or landslide area? 
10. How much will the geotechnical analysis cost to prove that the site is stable? 
11. What precautions are necessary for storm water control?  

  

Fifth concern: Constraints 

Is the site located in an area that constrains the design/build process in any way? A city that is concerned about the aesthetic values in a historic neighborhood will usually require an architectural review committee to judge whether or not the design preserves the historical integrity of the locality. If these criteria don't appeal to you, then the site is not buildable.  

Similarly, in most developments a set of ``covenants, conditions, and restrictions'' (CCR) will establish building standards to which you must adhere. Items such as brick veneer, tile roof, or landscape may be mandatory for every home. You may not be allowed to construct additional structures on the property or park recreational vehicles adjacent to your home. If the CCR's don't appeal to you, then the site is not buildable.  

Key items to VERIFY: 

• legal description and property tax identification  • zoning designation and requirements of lot size/setbacks  • title search for legal or technical encumbrances  • potable water availability and certificate of availability  • sewer availability or approved septic system design  • electrical availability and requirements of public utility  • natural gas availability and requirements of public utility  • fire protection availability and requirements of fire marshal  • driveway accessibility and easement to site if necessary  • storm water drainage and requirements of local authority  • telephone and television cable service requirements  • necessity of a geotechnical analysis  • necessity of a sensitive area review  • covenants, conditions, and restrictions for development.

Some high-cost items which may deter site development: 

• LENGTHY WATER LINE  • LENGTHY SEWER LINE  • LENGTHY ELECTRICAL LINE  • FIRETRUCK TURNAROUND  • ASPHALT ACCESS ROAD  • FIRE SPRINKLER SYSTEM  • STORMWATER CONTROL   

  

Sixth concern: Building Permits 

Ask the building code enforcement department for a copy of their application procedure for a building permit. This document will outline the necessary information required by the agency having jurisdiction over issuance of a building permit. It will not entirely describe the criteria by which this information will be judged, but you'll at least obtain their guideline for application.  

Most likely, there'll be a myriad of details to consider when compiling the information required to apply for a permit but that's not the point of obtaining a copy of these procedures. The point is to understand the issues which you'll need to address when building on this particular site. For instance, what if there's a building moratorium due to lack of water availability within the jurisdiction where the site is located?  

Finally: Purchase Offer 

Make your offer to purchase the property contingent on the site being buildable to your satisfaction. You may be very interested in the site but need some time to do your research. Don't lose your earnest money because you've failed to include this contingency with your offer!!!  

Above all else, remember most professionals from whom you'll be seeking information are employed to protect and maintain the public's health, safety and welfare. Nothing is gained by an adversarial relationship. These folks are bound by laws, ordinances, and codes which have been enacted by state, county, and city authorities. Their job is to inform the public and enforce the law. As you work to determine whether your site is buildable, maintain a positive, proactive attitude. It's better to discover the "truth" about a potential site before the land is purchased, but it's no one's fault but your own if you've purchased the site before you did your homework.  

Your potential home site may or may not be buildable.  Verify that it meets every requirement of the agency having jurisdiction over its location before proceeding with purchase or development of real estate.

Conclusion:

Some valuable resources for decision making are the numerous trade, professional, and consumer organizations that establish construction standards and will provide product specifications or installation information to the general public as well as their membership.Given the variety of circumstances in residential construction, it becomes very difficult to create a master checklist covering all circumstances.  Although the following checklist may seem comprehensive, it should merely be regarded as a guide and should NOT be used as a means to troubleshoot your project.