Defining and Documenting a Project Management

DEFINING AND
DOCUMENTING A
PROJECT
Project Management
Tutor: Ar. Sateerah Hassan
Ho Yen Liang 0326660
Leong Ching Wei 0326495
Lim Jing Kai 0326756
Lindsay Lim Siew Cheng 0326844
Peh Ellyn 0326812
Wong Chee Fon 0327220

1.0 Project Introduction / 3
1.1 Objectives and Goals
2.0 Stakeholders / 9
2.1 Project Team
2.2 Project Organization Structure
2.3 Roles and Responsibilities
3.0 Implementation Phases / 26
3.1 Schematic Design
3.2 Design Development
3.3 Contract Documentation
3.4 Contract Implementation and Management
3.5 Final Completion
4.0 Implementation Tools / 91
5.0 Monitoring Tools & Strategies / 96
6.0 Success Criteria / 98
7.0 Project Conclusion / 101
8.0 Reference / 103
Content
2

1.1 Project Background
Project : OnePark, Semenyih
Project Site : No 1, Jalan Onepark,
Taman Semenyih Idaman,
43500 Semenyih, Selangor Darul Ehsan
Architect : GMLING Architect
Client : Iwajib Group
We were given the residential project OnePark, Semenyih to undergo our study
on the management process which was developed by Iwajib Group a
real-estate developer based in Kuala Lumpur, which has upheld the principle of
‘Creating Comfort Living in the Luxury of Space’ throughout its idaman
residential housing development series. The group aims to build properties
that are in harmony with mother nature and to create a valuable environment to
the community.
1.0 Project Introduction
Figure 1.1 Iwajib Group Logo
(Source : Google 2018)
Figure 1.2 OnePark Logo
4

1.2 Site Location
One Park is located in the recently developed area of Semenyih. The site
boasts a strategic location with high visibility and link to multiple highways
including Lekas Expressway, Silk Highway, North-South Highway (Plus),
Cheras-Kajang Grand saga Highway and Kajang Bypass.
The site is also located among prominent institutional buildings, shopping
malls for leisure, healthcare services, with close proximity to 3 different
prominent town, Kajang, Semenyih and Bangi which is still in development.
Figure 1.3 Location Plan indicating major Highways connected to OnePark
(Source : Iwajib Group)
Figure 1.4 Site Plan indicating location of OnePark
(Source : Google Maps 2019)
5

Figure 1.5 OnePark Master Plan
Figure 1.6 Melwood Park Scenery
1.3 Project Scope
OnePark is a gated and guarded residential estate comprises of 2-storey
freehold link homes build with complete and extensive security features to
ensure a maximum peace of mind. As a boutique development, OnePark
breaks down the barriers between the indoors and outdoors, with a tranquil
sight of lush greeneries surroundings. The charming eco-friendly homes
feature a simple and sleek design characterised by modern architecture,
designed and built in harmony with nature.
6

1.4 Melwood, One Park
Melwood is the given particular phase of OnePark that we will be focusing on
for this project management study, thus info given by the architect will be
mentioned in this report based on this phase of the project.
Figure 1.7 Melwood Park Unit Information
7

1.5 Project Objectives
1. To ensure completion of each phases of the project fulfilled
accordingly and structurally as agreed in the scheduled timeline.
2. Minimize changes during construction phase toward the design, thus
budget and time management are under control.
3. Able to perform strict supervision and initiates problem solving toward
occured problems efficiently and accurately, decreasing risk factor of
failing project.
4. Proper management of construction and design to achieve the
requirements in every aspects in terms of progress, standards, finance,
and time as stated in the needed criteria.
1.6 Project Goals
1. Periodic maintenance with longer interval in between which requires
minimal repairs and maintenance, service efficient and long term
quality control.
2. Using progress and final outcome of the project development as a
future reference for upcoming project so that mistakes can be
minimized and increase the company’s success rate in the future
development.
3. The overall planning, management and coordination of a project from
origination to completion, targeted at meeting clients’ requirements
and responds to the site.
8

STAKEHOLDERS AND
PROJECT TEAM
2.0

2.1 Main Stakeholders
Stakeholders are identiﬁed as the people, groups, or organizations that could
impact or be impacted by a decision, activity, or outcome of the project whom
may be individuals or organizations that are actively involved in the project, or
whose interests may be affected by the execution or completion of the project.
Project Team
Regulatory Body
Melwood, OnePark
Stakeholders
Architect
GMLing Architects
MPKJ Pos Malaysia SAJ
IWK JKR BOMBA
TNB TM LAM
End USer Residence
*MBKJ includes Jabatan Kejuruteraan, Jabatan Bangunan, Jabatan Perancangan
Contractor
Realis Sdn. Bhd.
Quantity Surveyor
Alpha Omega Matrix
Land Surveyor
Studioukur Geomatics
Project Manager
Iwajib Group
C&S Engineer
CYS Jurutera Perunding
M&E Engineer
Perunding BCP
Town Planner
JBK Town Planning
Traﬃc Security
GDSS System
Clerk of Works
Iwajib Group
Landscape Architect
HODA Design
Extermal
Stakeholders
Internal
Stakeholders
2.0 Stakeholders and Project Team
Figure 2.1 Melwood, One Park External & Internal Stakeholders
(Source : Wong)
10
Supplier
Manufacturers

2.2 Organization Structure
Financial Controller
Mr. Chew Yin Kheong
Project Manager
Mr. Tan Wei Tzong
Director (Sales)
Mr Tong Seong Peng.
Main
Consultants
Main Contractor
Realis Sdn. Bhd.
Main Contractor
*Confidential Identity*
(Terminated)
Architect
GMLing Architects
Quantity Surveyor
Alpha Omega Matrix
C&S Engineer
CYS Jurutera Perunding
M&E Engineer
Perunding BCP
Traffic Security
GDSS System
Clerk of Works
Iwajib Group
Client (Kuala Lumpur)
Iwajib Group Sdn. Bhd.
Land Surveyor
Studioukur Geomatics
Lead Design &
Consultant Team
Elected By
Iwajib Group
Site Safety &
Traffic Control
Finance &
Contract
Siteworks &
Planning
Services &
Structure
Landscape Architect
HODA Design
*Does not join for
meeting but is
involved in resolving
landscaping and
hardscape issues.
Town Planner
JBK Town Planning
11
Figure 2.2 Organization Chart of Melwood, OnePark Project
(Source : Wong)

2.3 List of Party and Person in Charge
PARTY PERSON
IN CHARGE
POINT OF
CONTACT
Architect Ar Goh Mei Ling
Mr Wong Jia Junn
GMLing ARCHITECTS
4A, Jalan SS 26/6, 47301 Petaling Jaya, Selangor
Quantity
Surveyor
Mr Ng Sin Choy ALPHA-OMEGA MATRIX
168-2A & 2B, Jalan Bukit Desa Kuala Lumpur
Land
Surveyor
Sr. Hoe See Keng STUDIOUKUR GEOMATICS SDN. BHD.
23-3, Jalan Radin Anum Bandar Baru Sri Petaling
57000 Kuala Lumpur
Town
Planner
Mr. Jefri bin Kasman JBK TOWN PLANNING & PROJECT
MANAGEMENT CONSULTANT
Room 413, 4th Floor, Wisma Daiman, 64, Jalan
Sulam, Taman Sentosa, 80150 Johor Bahru,
Johor
M&E
Engineer
Ir. Zalizan Mohamed Nor
Kamaruzaman
PERUNDING BCP SDN BHD
No 12-q, 12-2 & 12-3, Jalan C180/1, Dataran
C180, 43200 Cheras Selangor
C&S
Engineer
Ir. Tan Ay Bing CYS JURUTERA PERUNDING
CONSULTING ENGINEERS
B-3A-5 & 6, Jalan 2/142A Mega Phoenix, Cheras
56000 Kuala Lumpur
Contractor Mr Yasir Arif Yusof REALIS SDN. BHD.
H-05-03 & H-06-03 Jalan SS7/13A, Plaza Kelana
Jaya Kelana Jaya 47301 Petaling Jaya Selangor
Landscape
Architect
LAr Ho Peng Ming HODA DESIGN LANDSCAPE ARCHITECT
2-24, Jalan Puteri 4/9, Bandar Puteri Puchong,
47100 Puchong, Selangor Dahrul Ehsan Malaysia
Clerk
of Works
- ON- SITE
Traﬃc
Security
Mr. Richard Dimmick Mr.
Roger Mah
Mr. Vito Chong
GDSS SYSTEM SDN. BHD.
No. 24-3, Jalan 11/116B Kuchai Entrepreneurs’
Park 58200 Kuala Lumpur
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2.3 Architect
GMLing Architects specialised in residential buildings, town planning, interior
design and project management work scope. Melwood, OnePark is supervised
by Ar Goh Mei Ling the director itself and led principal with 3 associates
architect under her to help on project strategy and other key aspects of project
design and execution. The oﬃce is staffed with architects, technical
assistants and clerks who all contributes to this project.
1. Analysing project brief given by client and reinterpreting into design.
2. Translation of ideas to design.
3. Direct communication with clients.
4. Oversight of a building’s construction.
5. Coordination of consultants, from draftsmen to 3D-renderers.
6. Understanding and ensuring contractors abide to the building by-Laws
And Operational codes of their design.
7. Observing progress at certain times during the construction phase,
however on a much less frequent basis and for different purposes than
that of the contractor.
2.3.2
Roles And
Responsibilities
2.3.1
Company
Figure 2.3 GMLing Architects Logo
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2.4 Quantity Surveyor
Alpha Omega Matrix is hired to manage the scope of works regarding tender
such as producing tender reports, budgeting and, bill of quantities. They are
also assigned to work closely with the contractors and manages the progress
reports and to issue the interim certificates to the contractors until the
penultimate phase for Melwood, OnePak project.
A quantity surveyor is mainly hired to manage project finances and contractual
relationship. They ensure that the financial position of construction projects is
accurately reported and controlled effectively.
1. Feasibility and Design Stage
a. Conducting feasibility studies to estimate materials, time and labor
costs.
b. Preliminary estimation of costs.
2. Contract Documentation Stage
a. Prepares construction cost estimates and tender documents.
b. Assist in calling, opening and evaluation of tender.
c. Advice on selection of contractors.
d. Rationalise contract rates and preparation of contract documents.
3. Contract Implementation Stage
a. Conduct site valuation of contractor’s progress claim.
b. Prepares certificate of progress payment .
c. Evaluations of variation.
4. Final Completion
a. Prepares contract final account.
b. Assessment of building replacement values for insurance.
2.4.2
Roles And
Responsibilities
2.4.1
Company
Figure 2.4 Alpha Omega Metrix Quantity Surveyor Logo
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2.5 Land Surveyor
Studioukur Geomatics is hired at the start of the project before the schematic
design phase commences to obtain accurate information on the site boundary
and topography. The land surveyor was also needed to prepare reports and
drawings to be submitted to local authorities.
1. Detailed research on the records related to the land, survey, and the
titles of the land.
2. Locate and prepare boundary line adjustments, produce topographic
maps, retrace property lines and prepare subdivision maps.
3. Write descriptions of property boundary surveys for use in deeds,
leases, or other legal documents.
4. Pick up levels of the site for civil and structural engineer to produce
earthworks, building platform, road and drainage drawings.
5. Prepare Development Proposal Report (LCP) for local authorities
approval.
2.5.2
Roles And
Responsibilities
2.5.1
Company
Figure 2.5 Studioukur Geomatics Logo
15

2.6 Town Planner
JBK Town Planning & Project Management Consultant is one of the
consultants hired upon schematic design phase to assist design development
schemes. They are also needed to prepare planning submissions to local
authorities.
2.6.1
Company
1. Producing planning submissions, appeals, design and access
statements and other documents.
2. Reviewing and monitoring existing planning policy documents
3. Prepare Layout Plan /Development Order and Development Proposal
Report (LCP).
4. Produce and validate the required copies of LP / KM / DO for signature
of authorised personnel before submission to relevant authorities.
2.6.2
Roles And
Responsibilities
Figure 2.6 JBK Town Planning & Project Management Consultant Logo
16

2.7 Mechanical & Electrical Engineer
Perunding BCP Sdn Bhd manages the design and specifications of the Melwood,
OnePark project regarding mechanical works such as sanitary & plumbing
systems and also electrical works such as power supply and electrical system,
lighting protection, telecommunication systems, and security and alarm
system.
1. Designing and giving advice on the installation of various types of
building services.
2. Prepare tender drawings, specifications and schedules regarding
mechanical and electrical works.
3. Prepare technical report/assessment on tender submissions regarding
mechanical and electrical works.
4. Certifying payment certificates of Nominated Sub-contractors works.
5. Monitors and ensures the mechanical and electrical specifications are
compiled and met.
6. Monitors the installation and progress of mechanical and electrical
works on site.
7. Certifying CCC Form G for completed mechanical and electrical works.
2.7.2
Roles And
Responsibilities
2.7.1
Company
Figure 2.7 Perunding BCP Sdn Bhd Logo
17

2.8 Civil and Structural Engineer
CYS Structural Engineer is an consulting engineering ﬁrm hired to manage the
job scope regarding infrastructure works such as earthworks, roads and
drainage, water storage reticulation and sewerage treatment plants.
Collectively, they manages and oversee all the building structural works for
Melwood, OnePark project.
1. Conduct a soil investigation to inspect condition of proposed ground
site.
2. Design and calculate load and stresses of building structures for
construction.
3. Provide technical advice and design on infrastructure and building
works.
4. Coordinating with the authorities on the civil and structural designs and
approval requirement of the building project.
5. Prepare technical report/assessment on tender submissions regarding
civil and structural works.
6. JPS Consulting Engineers is responsible for the organisation and
delivery of materials and equipment for the needs of the construction
project.
7. Monitors and inspect the progress of the civil and structural works on
site.
8. Verifying completion of Infrastructure works for Stage Completion
certiﬁcation by the Architect.
9. Certifying Form G of the CCC for completed Infrastructure and
Structural works.
2.8.2
Roles And
Responsibilities
2.8.1
Company
Figure 2.8 CYS Structural Engineer Logo
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2.9 Contractor
Selia Group was then hired in replacement to continue main construction
works from the past contractor (Confidential Identity) who initially was
awarded for tender to carry out main construction works but was unfortunately
terminated during initial stages of construction after several delays of project.
2.9.1
Company
1. Determining and obtaining the proper permits for construction .
2. Planning and managing a project’s construction phase.
3. Negotiate with vendors in order to get the best prices and most fit
delivery schedule.
4. Ensure that costs stay within budget and reduce the risk of lost time.
5. Comply with health and safety specifications on site.
6. Provide appropriate supervision, information and instructions to
workers on site.
2.9.2
Roles And
Responsibilities
Figure 2.9 Selia Group Logo
19

2.10 Landscape Architect
HODA Design Landscape Architects are hired to assist in the design
development phases to manage the softscape and hardscape of the overall
project. In Melwood, OnePark project, landscaping is very important and is one
of the main selling point of the design, thus, HODA Design collaborates mainly
with the project manager of IWAJIB GROUP. They are rarely required to attend
the site meetings, but however any required changes as discuss in the meeting
will be informed to them.
1. Designing and proposing a landscape layout.
2. Procurement of necessary vegetation or technologies regarding the
landscape design of the project.
3. Cost estimation regarding softscape works.
4. Coordinating with authorities to obtain approval for landscape works.
5. Certifying Form G of the CCC for completed landscape works.
2.10.2
Roles And
Responsibilities
2.10.1
Company
Figure 2.10 HODA Design Landscape Architects Logo
20

1. Issue site memos.
2. Inspects and prepares a complete form of certificate of billing.
3. Highlighting potential specification design issues for comments before
it affects construction and programme.
4. Inspecting the work on site and comparing it with drawings and
specifications.
5. Monitoring and reporting on progress to construction managers,
architects and clients.
6. Checking that standards, building regulations, health and safety and
legal requirements are met.
2.11 Clerk Of Works
The clerk of works is employed by the client, IWAJIB Group during the
construction stages to be stationed on the construction site acting as a site
inspector.
2.11.2
Roles And
Responsibilities
2.11.1
Company
Figure 2.11 Iwajib Group Logo
21

2.12 Traffic Security
GDSS Systems Sdn. Bhd. is hired during the construction stages to ensure
safety on site and prevent traffic accidents
1. Traffic management on site to avoid any accident.
2. Ensuring that all hazardous areas are clearly marked and restricted
from site workers and visitors.
3. Stationing trained traffic management personnel at site entry and exit
points and road crossings.
2.12.2
Roles And
Responsibilities
2.12.1
Company
Figure 2.12 GDSS system Sdn. Bhd. Logo
22

2.12 Melwood, OnePark Project Workﬂow
CLIENT ESTABLISH
PROJECT INTENTION
PROJECT BRIEFSITE ANALYSIS
PRELIMINARY
DESIGN PROPOSAL
ISSUE OF FEE PROPOSAL
& MEMORANDUM OF
AGREEMENT
PRE-CONSULTATION
REPORT
APPOINTMENTS OF
CONSULTANTS
PRELIMINARY COST
ESTIMATION
PLANNING APPROVAL
DOCUMENTS
DESIGN DRAWING
BUILDING PLANS
SUBMISSION FOR
APPROVALS
DESIGN & COST
REVISION
START
DETERMINE
PROJECT SCALE
SCHEMATIC
DESIGN
DEVELOPMENT
TO BE CONTINUED NEXT PAGE
TOTAL DURATION :
6 MONTHS
TOTAL DURATION :
3 MONTHS
23

PROJECT
ADMINISTRATION
APPROVAL FROM
SERVICE PROVIDER
PRE-COMPLETION
CHECK
PREPARATION OF
HANDOVER OF
BUILDING
CPC &
INSPECTION
CCCVP + DLP
TENDER APPROVAL
TENDER
EVALUATION
AWARD OF CONTRACT
AND AGREEMENT
FINALISE BILL OF
QUANTITY (BQ)
CONTRACT
DOCUMENTATION TENDER NOTICE
CONTRACT
IMPLEMENTATION
& MANAGEMENT
INSPECTION &
TESTING
FINAL
COMPLETION
TO BE CONTINUED NEXT PAGE
TOTAL DURATION :
3 MONTHS
TOTAL DURATION :
24 + 3 MONTHS DELAY
24

FINAL
ACCREDITATION OF
CONTRACT
ISSUANCE OF FINAL
COMPLETION
COMPLETION
TOTAL DURATION :
1 MONTH (EXCLUDING
DEFECTS & LIABILITY)
The project follows the standard phasing of project and completes each stage
not exceeding too much from the expected duration, however there appears to
be delay due to poor work management and ethics by contractor and take over
of task occurred thus re-briefing of task is required and have taken some time
to adapt. Apart from that, other stages of project is unobscured and run
smoothly due to good management and communication.
Project Workflow
Overview
25
Figure 2.13 Melwood, OnePark Project Workflow & Duration

Pre-consultation phase is a period where client has yet to sign a contractual
agreement to hire the architect. Architect then has to prepare a Preliminary
Design Proposal as well as Pre-Consultation Report to client in order to be
chosen as the client’s main consultant.
3.1.1
Introduction
3.0 Implementation Phases
Project Brief Preliminary Design
Proposal
Site Analysis
Project brief is the starting point of a design project which involves analysing
the sizes and constraints of the project such as setbacks, plot ratio etc. The
Client would provides the objectives of project. These objectives may contribute
to concept generation from architect based on client’s brief.
3.1.2.1
Project Brief
Pre-Consultation Report
Issue of Fee Proposal &
Memorandum of Agreement
Schematic design stage involves project brief, design concept, cost indications
and submissions for Planning Permission. At this stage, the Client and Project
Architect often conduct CCM (Client Consultant Meeting) for discussion of
ideas. This stage can be divided into two phases which are pre-consultation
phase and consultation phase.
3.1.2
Pre-Consultation
Phase
Figure 3.1.1: Design concept of Melwood project. (Lim, 2019)
Consultation PhasePre-Consultation Phase
Schematic Design Phase
27

Figure 3.1.4: Unique features of the project requested by Client.(Wong, 2019)
Figure 3.1.3: Design concept of Melwood project. (Wong, 2019)
Figure 3.1.2: Design concept of Melwood project. (Lim, 2019)
For this project, the Client has requested to add the unique integration of green
features, to enhance the livable environmental aspects of the project.
28

Proposal
Site Analysis
Site analysis was conducted after the project brief was given. In this project,
site analysis was done by Land Surveyor which is hired by Client to collect
relevant site information. Through the topography survey, Land Surveyor was
able to determine the feasibility and constructability of the project, especially
when it comes to the construction of platform, piling etc.
3.1.2.2
Site Analysis
After analysing the project brief and site, Architect and Client conducted their
CCM (Client Consultant Meeting) where Architect has to present a Preliminary
Design Proposal to Client. After presenting the design proposal, Client would
provide feedbacks for the Architect. At this stage, Client has to determine
whether the Project Architect is suitable to be appointed for the project.
3.1.2.3
Preliminary Design
Proposal
Figure 3.1.5: Preliminary Design Proposal. Lim, 2019)
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Proposal
The Client agreed on hiring the Project Architect as the main contractor by
signing the Memorandum of Agreement and other contractual agreements. The
Client provides a fee proposal which includes copyright information, liabilities,
legislation, various scopes of work and etc.
3.1.2.4
Issue of Fee
Proposal &
Memorandum of
Agreement
Site Analysis
Figure 3.1.6: Memorandum of Agreement. (Lim, 2019)
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30

Once the preliminary design proposal has amended based on the comments
and feedbacks by client during CCM, a Pre-Consultation Report is produced by
Architect. This report consists of design concept, 3D renderings, schematic
ﬂoor plan and other drawings. The report is then submit to Planning Permission
(Kebenaran Merancang, KM) for the authorities. This is the ﬁnal stage of
pre-consultation phase before moving onto consultation phase.
3.1.2.5
Pre-Consultation
Report
Figure 3.1.8: One of the rendering perspective drawings. (Wong, 2019)
Figure 3.1.7: Cover page of pre-consultation report. (Wong, 2019)
Proposal
Site Analysis
31

Appointments of
Consultants
Planning Approval
Documents
3.1.3
Consultation Phase
Consultation phase started with Project Architect and Developer are
responsible on hiring other consultants such as Quantity Surveyor, Landscape
Designer, Civil and Structural engineer, Mechanical and Electrical Engineer,
and more. Developer have the ability to terminate a contract with any
consultants or contractors if they did not obey the on-site guidelines.
3.1.3.1
Appointments of
Consultants
Figure 3.1.9: Appointment of consultants. (Lim, 2019)
After signing the contractual agreements and approving the pre-consultation
report, consultation phase took place by organizing an appointment of
consultants, followed by producing a preliminary cost estimation and end with
submitting approval documents to KM.
Consultation PhasePre-Consultation Phase
Schematic Design Phase
Preliminary Cost
Estimation
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A Preliminary Cost Estimation is conducted by Quantity Surveyor based on the
preliminary design proposal and pre-consultation report. Cost estimation can be
divided into two types, which are construction cost and development cost.
In this project, the construction cost involved general conditions, piling works,
building works, M&E works, infrastructure works, landscape works and others,
while the development cost involved contribution to local and utility authority,
ﬂuctuation of prices, professional fees, etc.
3.1.3.2
Preliminary Cost
Estimation
Figure 3.1.10: Preliminary Cost Estimation (Lim, 2019)
Appointments of
Consultants
Planning Approval
Documents
Preliminary Cost
Estimation
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Before moving onto the next stage which is design development, documents
must be submitted to local authorities. In this project, documents which
required to submit involved Planning Permission (Kebenaran Merancang).
After presenting the preliminary consultation report, planning permission is
prepared by project architect, to be submitted to MPKJ’s (Majlis Perbandaran
Kajang) Planning Department. KM submission is the ﬁrst local authorities
submission before the launching of any project developments.
3.1.3.3
Planning Approval
Documents
Appointments of
Consultants
Planning Approval
Documents
Preliminary Cost
Estimation
Figure 3.1.11: Letter by GMLing Architects addressed to the Planning
Department (Jabatan Perancangan) of MPKJ. (Looi, 2019)
34

Figure 3.1.12: Land Survey Drawing done by land surveyor. (Wong, 2019)
Figure 3.1.13: Site plan drawing done by project architect for KM submission. (Wong, 2019)
Appointments of
Consultants
Planning Approval
Documents
Design Development
Preliminary Cost
Estimation
As a summary, the schematic design stage will be completed when the planning
approval documents are submitted to MPKJ and approved by local authorities.
Once everything has ﬁnalised, design development phase would take place after
schematic design.
35

Once the approval for the development of the project is given by the authorities,
the schematic design is then further revised alongside the client and other
relevant consultants, consisting of Design Drawings Production and
Submissions for Building Approval to authorities. The project is then divided
with other consultants to begin with the detailed design drawings. At the end of
design development, a good deal of product selection and systems design
should be progressing. This phase concludes when the interior and exterior
design of the building is locked in by the owner and architect with the ﬁnalize
preliminary estimated cost construction.
Stakeholders:
The Design Team
● Client
● Project Manager
● Project Architect
● Quantity Surveyor
● C&S Engineer
● M&E Engineer
● Landscape Architect
Introduction
Design drawings are produced upon approval of the design by the client, the
consultants, led by the Project Architect, collaborate in order to carry out the
development order and produce the required drawings for construction. In this
project, the appointed consultants by Iwajib Group will be collaborating with Ar.
Goh architect to produce the following drawings:
I. Working Drawings
II. Building Structure Drawings
III. Building Services Layout Drawings
IV. Landscape Layout Drawings
I. Working Drawings
The Project Architect will work together with other assistant architects to begin
the production of General Arrangement Drawings (GA), which is the standard
building drawings that act as the base drawing to be discussed and developed
alongside the Developer or Client, before sending them to the other consultants
and authorities.
3.2.1
Design Drawings
Design Drawings Design & Cost Revision
Building Plan Submissions
for Approval
36

Figure 3.2.1: Ground Floor Plans of Terrace House Units (Wong, 2019)
Figure 3.2.2: Working Drawings of the Terrace House Design (Wong, 2019)
37

II. Building Structure Drawings
Upon the client’s approval of the Architects’ drawings, the architect will then
issued the standard building drawings to the appointed C&S Engineer for
structural drawings production. The C&S Engineer will be consulting the
architect regarding to the workability and buildability of the construction.
Figure 3.2.3: Structural Column Plan of Rumah Selangorku (Wong, 2019)
Figure 3.2.4: Structural Wall Plan of Rumah Selangorku (Wong, 2019)
38

Figure 3.2.5: Building Services Elevator Plan of Rumah Selangorku (Wong, 2019)
III. Building Services Layout Drawings
The M&E Engineer will be focusing on the integration of building services onto
the refined Architects’ drawings and structural drawings. Building services are
the systems installed in buildings to ensure the comfort, function, efficiency and
safety of its users, based on the Melwood, OnePark project, it is a residential
estate which the building services of the housing units consist of:
a. Energy distribution
b. Energy supply (Gas, Electricity, Renewable Sources)
c. Fire Safety, Detection and Protection Heating Ventilation and
Air-Conditioning (HVAC)
d. Lighting (Natural and Artificial)
e. Security and Alarm Systems
f. Water, Drainage and Plumbing
M&E Engineer will produce these building services plan drawings to be
discussed with the Project Architect and Client regarding to the placement and
allocation of the services.
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IV. Landscape Layout Drawings
The landscaping layout and details around the residential units are then
planned and designed according to the ﬁnalize design of the architect’s
drawings. The landscaping planning of the Melwood, OnePark project designed
by the appointed Landscape Architect, will be working closely with the architect
and client as they have established a speciﬁc and unique concept towards
using greens and outdoor parks as an in-between spaces of the neighboring
housings.
Figure 3.2.6: Overall Landscape Layout Plan of the Project (Wong, 2019)
Figure 3.2.7: Landscape Layout of the Main Entrance (Wong, 2019)
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Once all the design drawings have been revised and refined with the design
team, the finalize drawings will be attached together with a few required
documents to be submitted to the authorities for acquisition of building
approval. Consultants propose building and infrastructure plans which later to
be submitted for authority approval. The documents to be submitted consist of:
I. Borang A
According to UNIFORM BUILDING BY-LAWS 1984 CLAUSE 3(1)(c) and 16(2), the
Borang A is a certification of building or structural plans to be submitted by a
certified Project Architect or C&S Engineer, approval by the local authorities. It
was meant to prove that the design drawings are complying with the Uniform
Building By-Laws 1984.
for Approval
3.2.2
Building Plan
Submissions for
Approval
Figure 3.2.9: Borang A - Application for the issue
of Occupant Certificate (Wong, 2019)
Figure 3.2.8: Senarai Semak Online - Permohonan
Pelan Bangunan Sample (Wong, 2019)
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II. Building Plans (BP)
As per approval with client on the initial design drawings, the Project Architect
will then produce a documentation report and set of BP Drawings to deliver to
the local authorities for Building Approval Submissions.
Figure 3.2.11: List of Local Authorities and Submission Requirements (Ho, 2019)
Figure 3.2.12: Application of Occupation Certiﬁcate (Ho, 2019)
Figure 3.2.13: Monthly Record on Status of BP Submission (Ho, 2019)
Figure 3.2.10: BP Drawing : First Floor Plan and Roof Plan (Wong, 2019)
Figure 3.2.11 Figure 3.2.12 Figure 3.2.13
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IV. Road & Drainage Plan
III. Fire Fighting (Bomba) Drawings
The Project Architect is the main consultant to produce drawings integrating
Passive Fire Safety requirements based on the Uniform Building By-Laws
1984. Bomba drawings are important to ensure the building follows the rules
and safety regulations set by the local authorities.
Figure 3.2.14: Permohonan Pemeriksaan
dan Ujian Lampiran B2 (Ho, 2019)
Figure 3.2.15: Road & Drainage Plan (Wong, 2019)
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The revision of design and preliminary estimated cost of construction are done
concurrently with the building approval submission.
I. Preliminary Construction Costs Estimates Update
In the Melwood, One Park Project, the Project Architect alongside with the
client, discuss and amend the Bill of Quantity with the appointed Quantity
Surveyor. On the design development stage, the design drawings are prepared
with a fairly detailed speciﬁcations. Therefore, the client discuss on the detailed
cost of materials and ﬁnishes of the project with the Quantity Surveyor, and the
Quantity Surveyor will begin drafting a preliminary Bill of Quantity to be
prepared for the tendering phase.
3.2.3
Design & Cost
Revision
Figure 3.2.16: Preliminary Cost Estimate Update (Ho, 2019)
for Approval
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II. Project Planning and Implementation Schedule Update
The Project Manager played an important role in the overall project planning
and implementation phases. The update on project planning is done by the
project manager as he planned the whole project timeframe inclusive of
different consultants. A site meeting is arranged during this revision period as
the project manager prepares to break down the tasks of different consultants
and plot a schedule for the construction stages.
Figure 3.2.17: Client Consultant Meeting Conducted to Discuss
on the Updates of Project Planning (Wong, 2019)
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III. Resubmission of Revised Building Plans
This stage is where the Project Architect will produce any ﬁnal amendments on
the drawings in compliance to the Client and other Consultants during the
building approval stage. Once the resubmission of building plans are done, the
drawings will be signed by the clients and resent to the local authorities.
for Approval
Contract Documentation
Figure 3.2.18: Final Approved Key, Location & Master Site Plan (Wong, 2019)
In conclusion, the design development stage will be completed and the building
plan submissions will be approved within 3 months by the local authorities.
Once the revisions are all ﬁnalised, the drawings will be attached with the
contract documentation which is the next phase of development.
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This phase started by finalizing the Bill of Quantities (BQ). By this stage, the
documents for the construction progress is compiled in which all elements of
material labor, and plant needed to construct are itemized in detail, quantified
and priced according to the Standard Systems of Measurement.
The purpose of a Bill of Quantities is splitting the work trades into groups,
enabling the smooth financial planning in the pre contract phase of the project.
As the bill of quantities functions as the document that Quantity Surveyors,
Project Engineers and all the stakeholders of the project uses to value the
progress of work on site.
An unpriced Bill of Quantities is normally sent out to bidders and tenders to
price the proposed works and items. The bidder with the lowest prices and also
fulfill the criteria would normally attain the project.
Stakeholders:
● Client
● Project Manager
● Architect
● Contractor
● C&S Engineer
● M&E Engineer
Following the finalization of design development stages and obtaining the
necessary approvals, is the contract documentation phase. This stage involves
the development of the specifications as well as the preparation of drawings
and contract documents that set forth the detailed requirements for the
construction of a building project and tender process.
Introduction
3.3.1
Finalizing the Bill of
Quantities
Award of Contract
and Agreement
Tender Evaluation
Finalised Bill of
Quantities (BQ)
Tender Notice
Tender
Documentation
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Figure 3.3.1: Master drawing register list (Wong, 2019)
Before giving out the tender notice, the architect will ﬁrst come out with a
completed set of drawings with details with the help from other consultants.
Tender Construction drawings are the detailed set of documents which are
prepared in order to ensure the tender process as well as the construction
progress will go smoothly.
Many of the delays from a project can be caused due to the lack of information
and unclear instructions on the drawings, which causes the contractors to send
out RFIs to the architects to clarify the drawings.
Figure 3.3.2: First Floor Plan and Roof Plan Drawing prepared for tender (Wong, 2019)
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Figure 3.3.4: Tender Drawing : Door Window Schedule (Wong, 2019)
Figure 3.3.3: Elevations and Section Drawings prepared for tender (Wong, 2019)
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Figure 3.3.6 & Figure 3.3.7: Schedule of prices and rates on building works (Ho, 2019)
After the ﬁnalization of the tender drawings, the Quantity Surveyor is then tasked
with coming out a schedule of prices and rates or Bill of Quantities (BQ), based
on the drawings and speciﬁcations in the tender documents. The BQ is issued to
tenderers and is prepared for the planning of works.
Figure 3.3.5: Tender Drawing : Staircase Detail (Wong, 2019)
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Tender Notice
In this project, tender notice was produced to request for proposal and requests
for quotation from suppliers on sanitary ﬁxtures as well as door and windows.
The tenders are then selected through a bidding process.
As this project practices a selective tender, the invitation to tender was issued
to pre-selected suppliers after the preparation of tender documents. Through
the collaboration and recommendation from GM Ling Architects and the
Quantity Surveyor, the project manager then compiled the shortlisted suppliers
before turning it in for the client to decide.
Stakeholders:
● Client
● Project Manager
● Architect
3.3.3
Tender Notice
Tender Evaluation
Finalised Bill of
Quantities (BQ)
Award of Contract
and Agreement
Tender
Documentation
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Figure 3.3.8: Tender notice prepared for the client for the
conﬁrmation on the calling of tender details. (Ho, 2019)
Figure 3.3.9: Tender notice issued out to selected tenderers in drawing
their attention and invite on the tendering process. (Ho, 2019)
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In this project, tender documents are first prepared in order to acquire tenders
for contractors and subcontractors.
After attaining the contractor, GM Ling Architects then coordinates with other
consultants such as the M&E engineers and C&S engineers to prepare a set of
detail and complete tender drawings with the specifications broken down into
several groups to be issued by the main contractor to potential sub-contractors.
At the same time, the quantity surveyor are tasked to prepare the tender
documents stating the form of tender, condition of contract, bills of quantities,
and schedules of rates. The bill of quantities provides the specific measured
quantities of the items of work for the project which is identified by the
drawings and specifications in the tender document.
Stakeholders:
● Client
● Project Manager
● Architect
● Contractor
● C&S Engineer
● M&E Engineer
3.3.2
Tender
Documentation
Tender Notice Tender Evaluation
Finalised Bill of
Quantities (BQ)
Tender
Documentation
Award of Contract
and Agreement
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Figure 3.3.10, Figure 3.3.11, Figure 3.3.12, Figure 3.3.13: Tender
Documentation (Ho, 2019)
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Tender document given to the tenderers stating the stating the form of tender,
condition of contract, bills of quantities, and schedules of rates based on the
speciﬁcations and details of the tender drawings in order to avoid any
misunderstanding on the objective of the project.

Once the tenderers submit their tenders, they are then invited for a meeting for
further evaluation and clariﬁcation of matters to prevent any inaccuracies of the
tender.
After that, the quantity surveyor produces a tender evaluation report and
analysis which compiles a summary of the tender process and the evaluation of
all the tenders. The report shows a comparative analysis for pricing anomalies,
errors, and compliance with the required speciﬁcations among all tenders to
shortlist the lowest prices and best offers. The report is concluded with an
appropriate recommendation to assist the development managers from the
client in the selection of the best tender.
Stakeholders:
● Client
● Project Manager
● Architect
● Tenderers
3.3.4
Award of Contract
Tender Evaluation
Finalised Bill of
Quantities (BQ)
Award of Contract
and Agreement
Tender Notice
Tender
Documentation
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Figure 3.3.14: Tender documents for evaluation
(Ho, 2019)
Upon the closing of the tendering
process, the quantity surveyor will then
compile and tidy up a list of tender
documents for evaluation. The
quantity surveyor also collaborated
with the architects and other
consultants regarding the tender. The
tender is then selected based on the
best and is able to ensure the balance
between quality, cost and time is able
to be achieved.
Figure 3.3.15: Tender Report (Ho, 2019)
After the evaluation among the consultants, the quantity surveyor then compiled
all the opinions and suggestions from the consultants, forming a report of the
shortlisted tenderers. The report is then presented to the project manager and
client to further discuss and evaluate to select the best tender for the project.
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Once the tenders have been shortlisted, after the advice and recommendations
by the other consultants, the consultants had the last opportunity to perform
tender negotiations, where all the revised tenders are then submitted in a form
of a report.
I. Letter of Award
After the revisions and negotiations, the letter of award or acceptance is then
issued to the the selected tender to be signed. The money deposit submitted by
each tender is then refunded to the unsuccessful tenderers by the quantity
surveyor.
II. Contract Agreement
The tender documents and the letter of acceptance will then become the
baseline for the contract agreement. The contract agreement prepared by the
project manager will then state the contract details and conditions, which will
later then be signed by both the selected tenderers as well as the client.
Stakeholders:
● Client
● Project Manager
● Architect
● Tenderers
3.3.5
Contract Agreement
Tender Notice and
Documentation
Award of Contract
and Agreement
Finalised Bill of
Quantities (BQ)
Contract
ImplementationTender Evaluation
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Figure 3.3.16 Letter of award awarded for Prosecure
Technology for supply and installation of alarm system and
auto gate system. (Wong, 2019)
Figure 3.3.17: Contract of agreement between the client and the awarded
tenderer is signed in order to ensure both parties are aware of the contract
details and conditions and reduce any misunderstandings. (Ho, 2019)
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Contract implementation and management is the physical construction stage of
the project and begins when the award of contract is given to the selected
contractor. The tasks involved in this stage includes ﬁnalizing pre-construction
project agreements, contract execution, Interconnection, project construction
and commissioning. The purpose of this phase is to monitor the construction
process to optimizes the eﬃciency, effectiveness and quality of construction to
ensure the task as stated in the contract is implemented, balancing cost against
risks and anticipating potential problems that arise.
Introduction
3.4 Contract Implementation and Management
Contract Implementation
Pre-commencement of Work
Initial Project Meeting
Project Quality Plan
Mobilization of Plant and
Machinery
Commencement of Work
Project Administration
Inspection and Testing
Approval from Service
Provider
Figure 3.4.1: Phases of contract implementation and
management
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The initial project meeting also known as the kick-off meeting is the first
meeting held once a project is officially launched. It is crucial to have all internal
and external stakeholders present at the kick off meeting so that the client,
management team, and development team can align their vision and ensure the
project runs as smoothly as possible. This meeting may be held a several time
to ensure every team member is fully engaged with the project goals and
details.
For the Melwood project, the initial project meeting chaired by the client IWAJIB
Group was held to introduce the various stakeholders to one another and
identify their roles and position within the framework of this project. The
meeting was also held to identify the project’s main objectives and intended
outcomes such as the project requirements.
Stakeholders
● Client
● Contractor
● Project Manager
● Architect
● C&S Engineer
● M&E Engineer
Prior the possession of the site, the contractor is informed of the documents
that has to be compiled and prepared as required below:
1. Signed letter of acceptance
2. Construction work programme
3. Insurance cover letters (Contractors’ All Risks Policy (CAR), Workmen’s
Compensation Policy)
4. Construction drawings from all consultants
5. Method statements of construction
6. Organization charts
7. SOCSO and CIDB registration nos
8. CIDB levy payment for foreign workers
9. Procedure of overtime claims for clerk-for-works
10. Request for Information (RFI)
11. List of sub-contractors for consultant approval
12. Cash flow schedule
3.4.1.1
Initial Project
Meeting
3.4.1 Pre-Commencement of Work Phase
Initial Project Meeting Mobilization of Plant
& Machinery
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Figure 3.4.2: Notice for Initial Project Meeting and Site
Possession (Leong, 2019)
Figure 3.4.3: List of Discussion for Initial Project Meeting
(Leong, 2019)
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Figure 3.4.4: Minutes of Initial Project Meetings (Leong, 2019)
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The contractor prepares a project quality plan before the commencement of
work begins for each stage of the construction process to ensure the quality of
project is achieved. The project quality plan describes a set of planned,
systematic actions and processes required to achieve quality in project. It also
contains a weekly inspection checklist of quality control criterias for each
materials/ﬁnishes used in the project. It is the development of work and
product design procedures to prevent errors from occuring in the ﬁrst place.
3.4.1.2
(PQP)
& Machinery
3.4.1.3
Mobilization of plant
and machinery
Contractor is responsible to sort out a full list of machinery and equipment
required to execute the project prior the construction phase begin. The
mobilization phase also includes the transferring of equipments to the
construction sites including all materials, plants supplies and all items
necessary for the execution and completion of work. This shall also include the
setting up of the site such as equipments, hoardings, instruments and all other
plans ready for the commencement of work to begin.
& Machinery
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According to UNIFORM BUILDING BY-LAWS 1984 CLAUSE 22(1), the Borang
B is a notice of commencement or resumption of building construction to
be submitted by the respective certiﬁed consultants of the building
operation. This form clearly states how the Project Architect should issue a
notice of the commencement or resumption of work on a particular date
before the whole operation begins.
3.4.1.4
Borang B
Figure 3.4.7: Sample Borang B Majlis Perbandaran Kajang
(Leong, 2019)
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I. Site Meeting
Site meetings are lead by project manager and project architect for site
inspection which involves project technical team and project team. This is to
ensure the progress, quality of work and speciﬁed items are in accordance with
the contract requirements.
During the meeting, the contractor will update the project team on the
construction progress, whose information will be conﬁrmed by the supervising
clerk of works. The contractor also shares a fortnightly progress report with all
the representatives from each consultant party that attends the meeting to
discuss the issues arose during the site inspection.
Stakeholders:
● Contractor
● Clerk of Works
● All relevant consultants
3.4.2.1
Project Administration
3.4.2 Commencement of Work Phase
Project Administration Approval from
Service Provider
Progress Claim & Payment
Figure 3.4.8: Site Meeting Attendance Sheet (Leong, 2019)
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II. Technical Consultant Meetings
Technical meetings are held on regular basis throughout the entire process of
the project and involves just the technical team. The aim of the meeting is to
resolve certain technical ambiguities arising out of the project.
The project manager is typically the chairman of the meeting who starts off the
meeting by reading a list of agenda; then request for contractors team to lead a
site inspection. During this stage, technical problems are observed and
discussed in the meeting to give instructions to correct them.
After the completion of the site inspection the technical team meets to conﬁrm
the meeting minutes of the previous meeting. Thereafter, critical discussion on
all issues raised during site inspection is held to come up with a
solution/decision agreeable from all parties.
III. Client-Consultant Meetings
Site meetings are usually lead by project manager and project architect for site
inspection which involves project technical team and project team. The meeting
started off with the project architect updating to all parties on the project
status. The meeting is held to discuss on matters/issues regarding to the
project.
Stakeholders:
● Client
● Architect
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Figure 3.4.9: Minutes of Client Consultant Meeting (Leong, 2019)
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I. Materials Testing
Prior to use, the contractor must inform the consulting architect or engineer for
the approval of materials used in construction. Upon reviewing the request, the
relevant consultant refers to the specifications and dimensions mentioned in
the construction drawings and material specification manual to comply with the
contract requirement and a code of practice and standards.
Certain products/materials are required to undergo external testing and
laboratory analysis as to verify the specification of the products/materials. The
analysis report is then submitted to the consultant for approval and the material
approval form is issued to the contractor.
During this stage, the list of documents required are as below:
● Construction
● Drawings
● Material and Workmanship Specification
● Method statement from contractor
● Material lab testing/analysis report
● Material approval form
3.4.2.2
Inspection
Service Provider
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II. Request for Information (RFI)
In most construction documents, it is inevitable that the agreements, drawings
and specifications adequately address every single matter. Questions will arise
and no communication, whether it is written or verbal, is flawless in its design or
interpretation. Thus, an RFI is needed to clarify and uncertain information or to
fill in gaps in information within the agreements, drawings, specifications and
other documents. This usually happens when there is any modifications,
clarifications or construction deficiency.
When there is a question about a certain document during the construction
phase, the main contractor or sub-contractor submits an RFI to the party who
initially provided the documents. The party then submits a response to the
contractor.
Figure 3.4.10: Document of Request for Information (Leong, 2019)
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III. Architect’s Instruction (AI)
Based on the construction contracts, consulting architects and engineers are
given the power to issue instruction to the contractor. The contractor must
comply with the instructions within certain limitations but has the right to object
the instruction with right reasons.
In this case study, GMLing Architect issued an AI to the main contractor,
Engineering & Construction Sdn Bhd regarding the changes in door and window
speciﬁcations with the approval of client.
Figure 3.4.11: Document of Architect Instruction (Leong, 2019)
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IV. Request for Inspection
As the works progress goes on, regular inspection is important in order to
ensure the quality and compliance of the work.
In this case study, the construction work phase is divided into several stages
and an inspection of checklist is prepared for different architectural works.
Upon completion of each stage, the contractor requests for site inspection with
the clerk of works. During each inspection, the clerk of works refers to the
construction drawings, the method statement and an inspection checklist
prepared by the contractor, when the project quality plan was submitted earlier
in the project.
Figure 3.4.12: Request Form for Inspection (Leong, 2019)
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Figure 3.4.13: Inspection Checklist (Leong, 2019)
Figure 3.4.14: Inspection Checklist (Leong, 2019)
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V. Non Conformance Report (NCR)
In any case whereby the completed works are deemed not acceptable by the
consultant, the contractor is expected to rectify the issue immediately. Non
Conformance Report (NCR) records the details of non-conformance identified
in the completed work to be issue out to the contractor so that corrective action
can be initiated in situations where the contractor does not take immediate
actions. Once the rectified works are deemed acceptable, the contractor notifies
that the remedial work listed in the NCR has been completed.
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3.4.2.3
Approval from Service
Provider
Service Provider
Project Architect: Notify the utilities providers of the
ready for service date.
Contractor: Provide application for service providers to
the project manager.
Project Manager: Forwards the forms to Sales & Marketing
Department.
Sales & Marketing Department: Pass the application forms
to the purchaser for processing and signature.
Finance Department: Prepares payment for deposit.
The forms and payments are passed to the contractor for
submission to the relevant authorities.

I. Payment to Contractor
The contractor submit progress claim to the Quantity Surveyor consultant after
each stages of construction that is completed, which consists of progress
claim amount, breakdown of the quantity and description of items used in the
construction process. Upon the process of payment, a joint-site evaluation is
done by the consultants, clerks of works and the contractor to verify and
evaluate the progress. These parties then send the verification letters to
GMLing Architects once approved.
The quantity surveyor then prepares and issues the valuation certificate to the
architect in order for the architect to issue a payment certificate and forward it
to the development consultant to check and recommends the payment; thus
passing it on to the employer, Iwajib Group, who approves of the payment
recommendation. The quantity surveyor then issues the certificate of payment
to the contractor.
II. Progress Billing
Progress billing is an invoice used to obtain payment from a client for a certain
portion of a project that has been completed to date. These billings are issued
throughout a project so that the contractor has sufficient funding to support its
operations in the interim in order to complete the project.
When a stage of construction is completed, the clerk of works prepares a
complete form of certificate of billing after detail inspection. The billing
certificate is forward to GMLing Architect to request for issue for certificate and
the development consultant inform them of commencement of completed
units.
The architects issues the billing certificate to the development consultant for
checking with verification from the consulting engineers on completion of the
minimum works required. The certificate is then sent to the Sales/Credit Control
Department. The Sales/Credit Control Department will issue billings to the
purchases of the units.
3.4.2.4
Progress Claim &
Payment
Service Provider
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Progress Billing
Figure 3.4.15: Document of Progress Billing (Leong, 2019)
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Service Provider
Inspection and Testing Final Completion
After the completion of the construction work and approval from service
provider, the project is ready to enter to the ﬁnal completion phase.
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Final Completions covers several phases before the issuance of final certificate,
it includes a systematic way of preparation of handing over a building to
inspections to issuances of several certificate and observation of defect liability
period before it is certified as completed. This systematic phases allows an
efficient period of time for professionals to resolve problems during the stay of
residents.
3.5.1
Introduction
3.5 Final Completion
Weeks before the date of practical completion, the contractor is responsible to
ensure the building is ready for inspection. The works that has to be carried out
during this period is a systematic preliminary inspection to observe progress,
unforeseen problems, and defects.
A quality inspection will be carried through during this period in relation to the
schedule proposed by the project manager. This inspection can take place every
now and then before the issuance of final completion to achieve minimum
defects during the vacant possession phase and to minimise rework as it helps
save time and cost of the contractor.
Alongside this period, the contractor is responsible to carry out any outstanding
remedial and repair identified works that are undone. It is also the contractors
scope to report progress to the respective professionals and consultants upon
the resolvement of outstanding works being raised during inspection.
3.5.2
Pre-Completion
Checks
Pre-completion
Checks
CCC
DLP + CMGD Final Acc. of Contract
CPC + Inspection Issuance of Final
Completion
Preparation of
Handover of Building
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3.5.2
Pre-Completion
Checks
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Figure 3.5.1: Sample of Statement of Defects (Lim, 2019)

After doing rounds of pre-completion checks, the site is then officially and
legally handed over to the client, IWajib Group (After the issuance of CPC). It is
the architects responsibility to be competent and assure the client that all
works are being initiated and done following the contract. A meeting is held for
the official handover, and the client should be provided the following
documents:
1. All certificates and warranties in respect of the works
2. Building logbook and User guide
3. Operation and Maintenance Manual
4. Equipments and Safety test certificates
5. As-Built Drawings from consultants, specialist suppliers and contractors
6. Health and Safety file
The handover procedure, allows the contractor to be free from his/her
responsibility in security, facilities and management of site. However, a Defects
Liability Period will commence for the contractor to resolve any outstanding
issues.
3.5.3
Preparation of
Handover of
Building
Pre-completion
Checks
CCC
CPC + Inspection Issuance of Final
Completion
Preparation of
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Figure 3.5.2: Sample of Handover Documentation
(Lim, 2019)
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Figure 3.5.3: Sample of Joint Site Inspection for
Handing Over Project Document (Lim, 2019)

Certificate of Practical Completion is a contractual certificate that is issued by
the architect known as the Superintendent Officer (SO) to the main contractor
when the architect is satisfied with all work and is deemed practically
completed. In some development, attached with the CPC might come with the
following documents from the authority for the application of CF (Certificate of
Fitness) such as bomba, TnB, Syabas, TM, local council, IWK (sewerage), JPS
(Road and drainage) and others necessary documents. This certificate is
usually issued in accordance with Vacant Possession that caters to the Defect
Liability Period which will be discussed further in the next subtopic.
3.5.4
Certificate of
Practical
Completion (CPC)
Pre-completion
Checks
CCC
Issuance of Final
Completion
Preparation of
CPC + Inspection
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Figure 3.5.4: Sample of Certificate of Practical Compliance
Document (Lim, 2019)
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3.5.4
Certiﬁcate of
Practical
Completion (CPC)
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Document for Mechanical & Electrical Works (Lim, 2019)
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Document for Architectural works (Lim, 2019)
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3.5.5
Defect Liability
Period (DLP)
Pre-completion
Checks
CCC
Final Acc. of Contract
Issuance of Final
Completion
Preparation of
CPC + Inspection
DLP + CMGD
Once Certification of Practical Completion is done and owner occupy the
premise, Defect Liability Period also currently known as the Rectification period
in Joint Contracts Tribunal now commences. It is a time frame often a period of
6 months to a year that is given to owners when they receive the delivery of
vacant possession and keys to their own property. During this period any
defects in the property that arises during the stay are taken into the hands of
the developer/client and is responsible to fix it pronto.
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Figure 3.5.7: Sample of Schedule of Defects (Lim, 2019)
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Pre-completion
Checks
CCC
Issuance of Final
Completion
Preparation of
CPC + Inspection
DLP + CMGD
3.5.6
Certificate of Make
Goods Defect
(CMGD)
Along with the Defect Liability Period, any issues arises that includes the work
of a contractor to amend will be recorded. At the end of the defects liability
period, a list of defects will be prepared, listing the defects that are yet to be
rectified with the respective contractor. After the architect certifies that all
schedule of defects are being rectified, they then issue a Certificate of Making
Good Defects. This effects the releasing of the remaining final certificate.
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Figure 3.5.8: Sample of CMGD (Lim, 2019)
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The verification of the project that certifies its compliance with necessary laws
and approval are conformed through an issuance of Certificate of Completion
and Compliance. This issuance approves that the buildings are safe for
occupancy and it's usually done before the official handover to the client.
Certificate of Completion and Compliance is issued by law and not of
contractual basis, it is a formal certification that declares that the
representative have met a set of conditions.
3.5.7
I. Certificate of
Completion &
Compliance (CCC)
The formal criterias to be met before issuing CCC are as follows:
1. The technical conditions imposed by the local authorities of the premise
must be complied with.
2. There are a total of G1 - G21 Forms (Borang G) to be signed by
respective contractors/subcontractors and must be certified by the
respective principal submitting person.
3. All 6 essential service is confirmed and provided,
● Water supply
● Lifts and Machinery department
● Active Fire Fighting Systems (Bomba)
● Roads and Drainage (JKR)
● Electrical supply (TNB)
● Sewerage treatment plant connection (IWK)
4. Form F (Borang F) must be certified and completed under the principles
submitting person’s supervision. Certification of Form F is in regard of
the supervision of erection and completion of building and when the
building has been constructed and completed in accordance with Act
133, the UBBL with the approved plans.
CCC’s process begins at a very early stage of design development where the
first form of Borang A is submitted to the authorities during BP submission.
Consecutively, Borang B which is the next form in line is submitted before the
commencement of construction. It is when all works are deemed completed
then the following Forms are submitted which will lead to the issuance of CCC.
Pre-completion
Checks
Issuance of Final
Completion
Preparation of
CPC + Inspection CCC
DLP + CMGD
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II. Form G
● G1 - Earthwork,
● G2 - Setting Out
● G3 - Foundation
● G4 - Structural
● G5 - Internal Cold Water Plumbing
● G6 - Internal Sanitary Plumbing
● G7 - Internal Electrical
● G8 - Fire Fighting Passive
● G9 - Fire Fighting Active
● G10 - Mechanical Ventilation
● G11 - Lift/ Escalator
● G12 - Building
● G13 - External Water Supply
● G14 - Sewerage Reticulation
● G15 - Sewerage Treatment Plant
● G16 - External Electrical
● G17 - Road and Drain
● G18 - Street Lighting
● G19 - External Main Drain
● G20 - Telecommunication
● G21 - Landscape
There are 21 (G1 - G21) stages certification forms to fill under the category G
which represents 21 building components to be signed by the respective
contractor, sub-contractors, supervisors and submitting persons. The
submitting person has the responsibility to ensure that the form is certified by
all professionals registered to their respective boards of work. A progress
checklist is produced to monitor the pending status of consultants and local
authorities in charge of the respective works in each G1 - G21 stage.
Pre-completion
Checks
Issuance of Final
Completion
Preparation of
DLP + CMGD
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III. Form F Form F is used to validate that the completed building has complied based on
approved plans, to Act 133 and Uniform Building By-Law to the authorities. It is
usually submitted after or along the submission of all Borang G (G1-G21) to the
local authority and BAM/BEM (Board of Engineers) within 14 days of the
issuance of Form F. This must only be certiﬁed and submitted by the Principal
Submitting Person, which will then receive the following Certiﬁcate of
Completion and Compliance.
Pre-completion
Checks
Issuance of Final
Completion
Preparation of
DLP + CMGD
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Figure 3.5.9: Sample of Borang G (Lim, 2019)
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Figure 3.5.11: Sample of Borang F (Lim, 2019)
Figure 3.5.10: Sample of Borang F (Lim, 2019)
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3.5.7
Final Acc. of
Contract
Pre-completion
Checks
Issuance of Final
Completion
Preparation of
CPC + Inspection
DLP + CMGD
CCC
Final Accounts are usually being prepared after the Defect Liability Period, where
all defects are rectified and amendments are made to adjust the following sum.
It is the process of calculating and re-agreeing to the adjustments made to the
contract sum which is supposedly the original sum discussed and agreed upon.
After the amount is finalised, it is set out in the final certificate.
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Figure 3.5.12: Sample of Final Statement of Accounts (Lim, 2019)
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3.5.8
Issuance of Final
Certification
Pre-completion
Checks
Issuance of Final
Completion
Preparation of
CPC + Inspection
DLP + CMGD
CCC
The final certificate is certification by the contract administrator that a
construction contract has been fully completed. It is usually issued at the end of
the defect liability period due to any amendments made on the final accounts
after rectifying all patent defects and adjustments. The value agreed upon will
appear on the final certificate.
The quantity surveyor will issue the final payment certificate to the contractor
that they have agreed on. The statement of the final account and the final
Valuation will be issued thus, concluding the construction contract.
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Figure 3.5.13: Sample of Valuation for Final Certificate (Lim, 2019)
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Implementation Tools studies the variety of tools used during the production
period of the project. These tools are the ones that contributes to productivity
and efficiency in:
1. Planning & Scheduling
2. Drafting & Design
3. Methods of Collaboration
Introduction
4.1 Planning & Scheduling
4.0 Implementation Tools
Planning & Scheduling are a crucial part of any projects as it help guides
professionals in time management and goals from different perspective that
needs to be achieved in a specific time frame.
4.1.1
Microsoft Excel
This software used helps aid planning and scheduling in a more efficient way by
creating time frames in a more structural manner that everyone have access
too.
Figure 4.1.1: Screenshot of an example of Project Timeline (Lim, 2019)
4.2 Drafting & Design
This stage uses production tools that produces drawings in 2 dimensional and
3 dimensional models. It aids users with a simple interface but a productive
outcome.
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Autodesk AutoCad AutoCAD is a computer-aided software drafting program that is used widely in
the design and construction field. It assist in creating blueprints, drawings and
etc. AutoCAD can be a 2D and 3D computer aided drafting software application.
Figure 4.2.1: Screenshot of a sample in a AutoCad file (Lim, 2019)
Sketchup Sketchup is a 3D-modelling computer program for a wide range of drawing
application in the design and construction industries. It's friendly interface and
flexibility allows GM Ling to explore in design that makes sketchup one of their
mandatory software in the firm.
Figure 4.2.2: Screenshot of a sample of drafting a 3D model in Sketchup (Lim, 2019)
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Autodesk Revit Autodesk Revit is a building information modelling software for architects,
landscape architects, structural engineers, mechanical, electrical, and plumbing
engineers, designers and contractors. The software allows building design in a
more structural way as it comes hand in hand with an annotated model and 2D
drafting elements. It’s accessible building information from different party is
what makes Revit useful in a larger scale project.
Figure 4.2.3: Screenshot of a sample in Revit software (Lim, 2019)
Adobe Photoshop Photoshop is a graphic editing software where renderings and composing of
layout of the drawings or 3D models are being curated. This software is widely
used during post production stages.
Figure 4.2.4: Screenshot of a post production sample of Melwood in Photoshop (Lim, 2019)
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4.3 Methods of Collaboration
There are many various ways to collaborate, where informations are being
shared between different professionals and oﬃcials. The usual platform that
GM Ling ﬁrm uses are as follows:
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1. Telecommunication
and Networks.
2. Emails
3. Posting Documents 4. Formal Letters

MONITORING TOOLS &
STRATEGIES
5.0

Monitoring tools are vital throughout projects as it allows different parties to
oversee all necessary task to ensure the completion of project within a speciﬁc
scope, time and budget. These tools can come in many forms of
documentation and physical or virtual meeting to assure eﬃcient
communication and performances.
Introduction
5.1 Types of Meeting
5.0 Monitoring Tools & Strategies
CCM also known as Client-Consultant Meeting, is a meeting mainly for clients
and consultants to bring out they key factor in the project and discuss on
important subjects.
Client-Consultant
Meeting (CCM)
CCM usually involves consultants such as architects, engineers, project
manager and the important stakeholders during the commencement of project.
Site Meeting Regular site meetings between different stakeholder takes place to facilitate
better communication on site. The meeting involves all parties to be present
and is an important part in contributing to the success rate in management of
construction project. Project failures are often attributed to inadequate
management, with the one of the key factors of lack in proper communication.
Technical Meeting It is a meeting of project professionals to discuss detailed planning and
technical issues such as engineering, manufacturing, etc.
The meeting involves various professionals from different sectors and is held
after the entire building is built. The meeting’s purpose is to assure work quality
controls, site safety and housekeeping measure. Representatives will give their
professional comments on poor workmanship of the construction.
Quality Assessment
Committee Meeting
Meeting minutes are vital in important meetings as it documents the entire
meetings that includes decisions and disagreement that happens during the
meeting. These recorded documentation is used to inform and remind different
party, so that everyone is on the same page.
Meeting Minutes
5.2 Types of Way to Monitor a Meeting
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6.0 Success Criteria
A project’s success criteria refers to measurable terms of what should be the
outcome of the project that is acceptable to the end user, customer and the
stakeholders. Thus, Melwood, OnePark project team emphasises on three main
objectives that they aim to achieve throughout the project phases, including the
quality of work, being on time and keeping within budget to ensure client
satisfaction and a smooth workflow.
99
However, projects are often affected by a myriad of factors that influence its
execution, to help determine whether a project is successful or not, these
factors are often defined to be cost, scope and time, which forms the triple
constraints of a project which states, a project that fulfills the success criteria
would be delivered on the time stated (time), within the budget allowed (cost)
and meets the needs and requirements of the client (scope).
This triangular model circulates and form a conclusion which is the quality of
the project. In certain projects, priorities may be given to two out of the three
parameters, especially relating to the cost and time. This would cause an
imbalance of the triangular model, affecting the quality of the project managed.
Figure 6.0: The 3 Main Objectives (Google,2019).

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I. Time
For Melwood Park, the time factor was sacrificed to maintain the quality of the
shop office project as the project was delayed for three separate occasions,
extending the 20 months contract. This was due to a financial issue faced by
one of the contractors, causing the lack of manpower during the construction
phase. With a lowered budget, the time taken for the project to complete
became longer, thus an extension is required
II. Cost
The project team tried their best to adhere to the aforementioned budget. Cost
variation reports are often done to investigate the increase or decrease in cost
that may come about from a change in decision be it in materials or
construction process.
III. Scope
To ensure completion of each phases of the project fulfilled accordingly and
structurally, the project team took a few measure which includes :
A. Minimizing changes during construction phase towards the design
B. Decreasing risk factor of failing project and proper management of
construction.
C. Design to achieve the requirements (progress, standards, finance, and
time)
With budget and time management are under control and able to perform strict
supervision and initiates problem solving toward occured problems efficiently
and accurately, this concludes, that Melwood, One park project team still
achieved most of their objectives and undergone a successful project with
client’s satisfaction despite the 3 month delay.
Figure 6.2: The Triple Constraint. (Google,2019)

7.0 Project Conclusion
7.0 Project Conclusion
Assessing and documenting the Melwood Park of One Park housing project
allowed us to further understand the stages underwent in a construction
process and the importance of project management in projects.
Through it all, we learned and understood the importance of having a well
structured process from the start, to the execution all the way to the ﬁnishing
phase. Moreover, the roles and responsibility held by each stakeholder are just
as important. Where the framework of each party is taken into account on the
success or failure of a project.
Through the project, we are also able take a thorough look into the different
stages and phases underwent in a project, such as the schematic design,
design development, contract documentation, contract implementation as well
as the ﬁnal completion. These process involves a great deal of coordination,
collaboration and communication between all the stakeholders in order to
achieve a successful project.
Project management also serves to mediate between the different parties of
the project team, to ensure smooth communication and proper documentation.
Thus it is utmost important that the project objectives and goals are shared
among the stakeholders in order to ensure the direction of the project is
committed by all involving parties.
Success criteria of the project is also examined to help evaluate the project in
terms of its quality based on the triple constraint (time, cost and scope). It is
crucial to note that projects may fail, but lessons can be learned and further
improve and inform the next projects.
Our group would like to express our deepest gratitude to the principal of the
Architecture Firm GMLING Architects, Ar. Goh Mei Ling and the Project
Architect, Ar. Wong Jia Junn for giving us this golden opportunity to experience
and study about one of their many completed projects, and dedicating their
time and effort to provide guidance and information to us throughout the
documentation process of the report.
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8.0 APA Style Citation
8.0 Reference
- Administrator. (n.d.). Certificate of Completion and Compliance (CCC): FAQ. Retrieved
from
http://www.acem.com.my/index.php?option=com_content&task=view&id=50&Itemid=64
- Anastasios, A. K. (2019, June 18). Construction Project Management Processes:
Everything You Need to Know. Retrieved from
https://geniebelt.com/blog/construction-project-management-processes.
- Designing Buildings Wiki Share your construction industry knowledge
www.designingbuildings.co.uk. (n.d.). Retrieved from
https://www.designingbuildings.co.uk/wiki/Architect's_instruction.
https://www.designingbuildings.co.uk/wiki/Certificate_of_making_good_defects.
https://www.designingbuildings.co.uk/wiki/Final_certificate_for_construction_contracts.
https://www.designingbuildings.co.uk/wiki/Project_quality_plan_PQP.
- Jorge Fontan AIAAuthor Jorge Fontan AIA, & Fontan, J. (2019, September 24).
Architecture Phases Of Design, Fontan Architecture. Retrieved from
https://jorgefontan.com/architectural-design-phases/.
- Mirza, M. A. (2005). Construction project claim management. Paper presented at PMI®
Global Congress 2005—Asia Pacific, Singapore. Newtown Square, PA: Project
Management Institute.
- SteelKiwi Inc. (2017, January 18). The 6 most important project development meetings.
Retrieved from
https://medium.com/@SteelKiwiDev/the-6-most-important-project-development-meeting
s-184e7bb1fc0e.
- What Is The Defect Liability Period In Malaysia All About? (2018, August 13). Retrieved
from
https://www.propertyguru.com.my/property-guides/defect-liability-period-malaysian-ho
meowner-guide-9584.
- What is CPC, VP, CF, and CMGD & CCC? (n.d.). Retrieved from
http://www.gmssolutions.com.my/blog/what-is-cpc-vp-cf-and-cmgd-ccc/.
- What is a Certificate of Compliance? - Definition: Meaning: Example. (n.d.). Retrieved
from
https://www.myaccountingcourse.com/accounting-dictionary/certificate-of-compliance.
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