ACH 216 Lecture 06 (Pre Construction Planning)

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ACH 216 Lecture 06 (Pre Construction Planning)

  1. 1. Preconstruction Coordination Project Manager Leadership Coordination with Project Participants Job File Organization (Record Keeping System)
  2. 2. The Project Management Plan <ul><li>Preconstruction coordination is the stage after the contract has been awarded and before job start date. This is also known as the “project management plan”. </li></ul><ul><li>focuses on the logistics of the project </li></ul><ul><ul><li>Establishes communication protocol </li></ul></ul><ul><ul><li>When meetings will be held </li></ul></ul><ul><ul><li>Who will be responsible for what </li></ul></ul>
  3. 3. The Project Management Plan <ul><li>Meeting is held between owner, architect and contractor </li></ul><ul><li>Contract is closely examined </li></ul><ul><ul><li>Contractor reviews the general and special conditions to verify his/her obligations </li></ul></ul><ul><ul><li>Certificates of insurance are submitted </li></ul></ul>
  4. 4. The Project Management Plan <ul><li>Administrative details worked out </li></ul><ul><ul><li>Change order procedures </li></ul></ul><ul><ul><li>Shop drawing submittal procedure </li></ul></ul><ul><ul><li>Application for payment </li></ul></ul><ul><li>Site details and rules reviewed </li></ul><ul><ul><li>Traffic regulations </li></ul></ul><ul><ul><li>Temporary utilities for site (by owner) and for job office/trailer (by contractor) </li></ul></ul>
  5. 5. The Project Management Plan <ul><li>Material handling </li></ul><ul><ul><li>Understand how material will be delivered and stored </li></ul></ul><ul><ul><li>When it will arrive compared to when it will be needed </li></ul></ul><ul><ul><li>Use and storage of temporary materials </li></ul></ul><ul><ul><ul><li>Scaffolding, formwork </li></ul></ul></ul>
  6. 6. Project Manager Leadership <ul><li>The Project Manager must take on a LEADERSHIP ROLE very early in the pre-construction stage and must maintain that role throughout the job. </li></ul><ul><ul><li>Set precedence for other members of the project team </li></ul></ul><ul><ul><li>All major concerns and issues are ran through the PM </li></ul></ul><ul><ul><li>All major decisions are made by PM </li></ul></ul>
  7. 7. Project Manager Leadership <ul><li>Project Manager establishes: </li></ul><ul><ul><li>Good job planning </li></ul></ul><ul><ul><li>Efficient & effective monitoring for job progress </li></ul></ul><ul><ul><li>Project control </li></ul></ul><ul><ul><li>Coordination of all parties involved </li></ul></ul><ul><li>These activities are developed in two-fold process: </li></ul><ul><ul><li>Task of gathering information </li></ul></ul><ul><ul><li>Task of project management </li></ul></ul>
  8. 8. Task of Gathering Information <ul><li>Identifying key personnel </li></ul><ul><ul><li>superintendent </li></ul></ul><ul><ul><li>office engineer </li></ul></ul><ul><ul><li>scheduler </li></ul></ul><ul><ul><li>cost engineer </li></ul></ul><ul><ul><li>secretary </li></ul></ul><ul><ul><li>home office personnel </li></ul></ul><ul><ul><ul><li>not assigned permanently to job </li></ul></ul></ul><ul><ul><ul><li>responsible for certain tasks </li></ul></ul></ul>
  9. 9. Task of Gathering Information <ul><li>Providing data to project team </li></ul><ul><ul><li>data from contract documents and estimate </li></ul></ul><ul><ul><ul><li>review size and scope of project </li></ul></ul></ul><ul><ul><ul><li>required construction procedures </li></ul></ul></ul><ul><ul><ul><li>general and special conditions </li></ul></ul></ul><ul><ul><ul><ul><li>contract time allowed </li></ul></ul></ul></ul><ul><ul><ul><ul><li>owner’s schedule, payments and administrative requirements </li></ul></ul></ul></ul><ul><ul><ul><ul><li>inspection and notification requirements </li></ul></ul></ul></ul><ul><ul><ul><ul><li>general administrative requirements </li></ul></ul></ul></ul><ul><ul><ul><ul><li>claims requirements </li></ul></ul></ul></ul><ul><ul><ul><li>physical limits of the sites </li></ul></ul></ul><ul><ul><ul><li>unusual situations </li></ul></ul></ul>
  10. 10. Task of Gathering Information <ul><li>Providing data to project team </li></ul><ul><ul><li>data from bidding and procurement process </li></ul></ul><ul><ul><ul><li>meeting between project management team & estimating team should take place before meetings with subcontractors and vendors </li></ul></ul></ul><ul><ul><ul><li>teams should evaluate the following: </li></ul></ul></ul><ul><ul><ul><ul><li>Special Conditions and Features </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>items that stand out in the estimate/bid </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Assumptions and Limitations </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>how the project should be built  weather </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>crew composition  equipment </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>logistics and procurement (lead times)  location </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Subcontractors  quantity takeoffs </li></ul></ul></ul></ul></ul>
  11. 11. Task of Project Management <ul><li>project team meeting to discuss: </li></ul><ul><ul><li>overall job approach </li></ul></ul><ul><ul><li>most critical parts of job </li></ul></ul><ul><ul><li>project control needs </li></ul></ul><ul><ul><li>project administration </li></ul></ul><ul><ul><li>remaining pre-job planning </li></ul></ul>
  12. 12. Task of Project Management <ul><li>establishing procedures </li></ul><ul><ul><li>assigning responsibilities </li></ul></ul><ul><ul><li>coordination on the job site </li></ul></ul><ul><ul><ul><li>effective communication for project coordination is KEY </li></ul></ul></ul><ul><ul><ul><ul><li>weekly job meetings/distribution of meeting minutes </li></ul></ul></ul></ul><ul><ul><ul><ul><li>job progress reports </li></ul></ul></ul></ul><ul><li>on-going decision making </li></ul><ul><li>record-keeping to support project </li></ul>Refer to RECORD KEEPING SYSTEM
  13. 13. Coordination with Project Participants <ul><li>Subcontractors </li></ul><ul><ul><li>General process as follows </li></ul></ul><ul><ul><ul><li>1. setting up the contract; “buy-out” </li></ul></ul></ul><ul><ul><ul><ul><li>scope of work; final costs negotiation </li></ul></ul></ul></ul><ul><ul><ul><ul><li>submittals </li></ul></ul></ul></ul><ul><ul><ul><ul><li>lead-times (scheduling) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>equipment needed </li></ul></ul></ul></ul><ul><ul><ul><li>2. involving the sub-c extensively in initial planning & scheduling </li></ul></ul></ul><ul><ul><ul><li>3. involving the sub-c in the coordination & subsequent re-planning, if needed. </li></ul></ul></ul>
  14. 14. Coordination with Project Participants <ul><li>Suppliers </li></ul><ul><ul><li>Procurement of material & equipment </li></ul></ul><ul><ul><li>Delivery of material & equipment </li></ul></ul>
  15. 15. Coordination with Project Participants <ul><li>Owner & their Representatives </li></ul><ul><ul><li>They want to monitor how the project is being built and how the money is being spent </li></ul></ul><ul><ul><li>Attention in workmanship and quality </li></ul></ul><ul><ul><li>Progress reports required </li></ul></ul><ul><ul><ul><li>Administrative headache </li></ul></ul></ul><ul><ul><li>Initial meeting with owner should establish: </li></ul></ul><ul><ul><ul><li>Good communications  A good tone for the project </li></ul></ul></ul><ul><ul><ul><li>Professionalism  Coordination for temporary utilities </li></ul></ul></ul><ul><ul><ul><li>Cooperation  Talk about unclear items in contract </li></ul></ul></ul><ul><ul><ul><li>Owner identified materials and equipment </li></ul></ul></ul>
  16. 16. Coordination with Project Participants <ul><li>Public & Government Agencies </li></ul><ul><ul><li>Government regulations requirements </li></ul></ul><ul><ul><li>Obtaining permits </li></ul></ul><ul><ul><ul><li>Typically the contractor’s responsibility </li></ul></ul></ul><ul><ul><ul><li>Some permits required to be obtained by owner </li></ul></ul></ul><ul><ul><ul><ul><li>Environment approvals must be obtained by the owner </li></ul></ul></ul></ul><ul><ul><ul><li>Has the potential to become a complex and difficult process </li></ul></ul></ul><ul><ul><ul><ul><li>Project manager should make a list of required permits and who needs to be involved or pays </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Cross-check list with owner and subcontractor </li></ul></ul></ul></ul><ul><ul><li>Project teams needs to be aware of local codes & ordinances </li></ul></ul><ul><ul><ul><li>These can be found in local building department & environmental agencies </li></ul></ul></ul>
  17. 17. Coordination with Project Participants <ul><li>Unions & Labor Suppliers </li></ul><ul><ul><li>Project team needs to be aware of the problems & procedures of obtaining local labor </li></ul></ul><ul><ul><li>This information needs to be known at time of bid </li></ul></ul>
  18. 18. Job File Organization (Record Keeping System) <ul><li>Organization of all written materials coming into and going out of the construction office </li></ul><ul><li>Must be easily and readily accessible </li></ul><ul><li>System to be simple and uncluttered </li></ul><ul><li>Integration has become a key concept </li></ul><ul><ul><li>How do we link the project management systems together </li></ul></ul><ul><ul><ul><li>Estimating </li></ul></ul></ul><ul><ul><ul><li>Purchasing/Procurement </li></ul></ul></ul><ul><ul><ul><li>Job accounting </li></ul></ul></ul><ul><ul><ul><li>Project Management </li></ul></ul></ul>
  19. 19. Job File Organization (Record Keeping System) <ul><li>Files are prepared using two systems </li></ul><ul><ul><li>Central File </li></ul></ul><ul><ul><ul><li>Used as company standard in organizing written material </li></ul></ul></ul><ul><ul><ul><li>Filed by subject matter </li></ul></ul></ul><ul><ul><li>Chronological File </li></ul></ul><ul><ul><ul><li>Duplicate copy of all written material filed in order by date </li></ul></ul></ul><ul><ul><ul><li>Used as a back-up system to Central File </li></ul></ul></ul>
  20. 20. Job File Organization (Record Keeping System) <ul><li>The Central File system has eleven (11) categories: </li></ul><ul><ul><li>Correspondence </li></ul></ul><ul><ul><li>Transmittal Letters </li></ul></ul><ul><ul><li>Meeting Notes and Minutes </li></ul></ul><ul><ul><li>Contracts </li></ul></ul><ul><ul><li>Changes and Scope of Work </li></ul></ul><ul><ul><li>Project Control </li></ul></ul><ul><ul><li>Invoices and Payments </li></ul></ul><ul><ul><li>Reports </li></ul></ul><ul><ul><li>Test and Inspection Reports </li></ul></ul><ul><ul><li>Material and Procurement Deliveries </li></ul></ul><ul><ul><li>Submittal and Shop Drawings Log </li></ul></ul>
  21. 21. Job File Organization (Record Keeping System) <ul><li>Correspondence </li></ul><ul><ul><li>One file for incoming </li></ul></ul><ul><ul><li>One for outgoing </li></ul></ul><ul><ul><li>Arranged chronologically </li></ul></ul><ul><li>1. Owner/Client </li></ul><ul><li>2. Architects/Engineers </li></ul><ul><li>3. Subcontractors (by specification section) </li></ul><ul><li>4. Regulatory & Inspection Agencies </li></ul><ul><li>5. Suppliers (by specification section) </li></ul><ul><li>6. Miscellaneous </li></ul>
  22. 22. Job File Organization (Record Keeping System) <ul><li>Transmittal Letters </li></ul><ul><ul><li>One file for incoming </li></ul></ul><ul><ul><li>One for outgoing </li></ul></ul><ul><ul><li>Arranged chronologically </li></ul></ul><ul><li>1. Owner/Client </li></ul><ul><li>2. Architects/Engineers </li></ul><ul><li>3. Subcontractors (by specification section) </li></ul><ul><li>4. Regulatory & Inspection Agencies </li></ul><ul><li>5. Suppliers (by specification section) </li></ul><ul><li>6. Miscellaneous </li></ul>
  23. 23. Job File Organization (Record Keeping System) <ul><li>Meeting Notes and Minutes </li></ul><ul><ul><li>Arranged chronologically </li></ul></ul><ul><ul><li>1. Regularly Scheduled: </li></ul></ul><ul><ul><li>a. Weekly project meeting </li></ul></ul><ul><ul><li>b. Weekly subcontractor scheduling meeting </li></ul></ul><ul><ul><li>c. Other </li></ul></ul><ul><ul><li>2. Non-Regularly Scheduled: </li></ul></ul><ul><ul><li>a. Owner/Client </li></ul></ul><ul><ul><li>b. Designers </li></ul></ul><ul><ul><li>c. Subcontractors </li></ul></ul>
  24. 24. Job File Organization (Record Keeping System) <ul><li>Contracts </li></ul><ul><ul><li>1. Owner </li></ul></ul><ul><ul><li>a. Main Contract </li></ul></ul><ul><ul><li>b. Addenda </li></ul></ul><ul><ul><li>2. Subcontractors/Suppliers </li></ul></ul><ul><ul><li>a. by Specification Section </li></ul></ul><ul><ul><li>b. or alphabetically </li></ul></ul><ul><ul><li>3. Outside Consultants </li></ul></ul><ul><ul><li>a. Surveyor </li></ul></ul><ul><ul><li>b. Form Design Consultant </li></ul></ul><ul><ul><li>c. Other </li></ul></ul>
  25. 25. Job File Organization (Record Keeping System) <ul><li>Changes and Scope of Work </li></ul><ul><ul><li>1. Specifications </li></ul></ul><ul><ul><li>2. Requests for Information (consecutively number all RFI’s) </li></ul></ul><ul><ul><li>3. Responses to RFI’s (by number) </li></ul></ul><ul><ul><li>4. Bulletins/Design Changes </li></ul></ul><ul><ul><li>5. Construction Change Directives (CCD)/Change Orders </li></ul></ul><ul><ul><li>6. No Cost Change Orders/Field Directives </li></ul></ul><ul><ul><li>7. CCD/Change Orders Pending </li></ul></ul><ul><ul><li>8. Approved Changes </li></ul></ul><ul><ul><li>9. Unapproved Changes </li></ul></ul><ul><ul><li>10. Claims in Process </li></ul></ul><ul><ul><li>11. Delays/Time Extensions </li></ul></ul>
  26. 26. Job File Organization (Record Keeping System) <ul><li>Project Control </li></ul><ul><ul><li>1. Cost/Budget </li></ul></ul><ul><ul><li>a. original estimate </li></ul></ul><ul><ul><li>b. bid analysis </li></ul></ul><ul><ul><li>c. budget </li></ul></ul><ul><ul><li>d. weekly labor cost summaries </li></ul></ul><ul><ul><li>e. weekly equipment cost summaries </li></ul></ul><ul><ul><li>f. monthly material cost summaries </li></ul></ul><ul><ul><li>g. monthly job cost summaries </li></ul></ul><ul><ul><li>h. other regular cost reports </li></ul></ul>
  27. 27. Job File Organization (Record Keeping System) <ul><li>Project Control </li></ul><ul><ul><li>2. Schedule </li></ul></ul><ul><ul><li>a. activity work sheets </li></ul></ul><ul><ul><li>b. networks </li></ul></ul><ul><ul><li>c. periodic schedule reports & runs (arranged chronologically) </li></ul></ul><ul><ul><li>1. planning schedules </li></ul></ul><ul><ul><li>2. bar charts </li></ul></ul><ul><ul><li>3. other runs </li></ul></ul>
  28. 28. Job File Organization (Record Keeping System) <ul><li>Invoices and Payments </li></ul><ul><ul><li>1. Schedule of values </li></ul></ul><ul><ul><li>2. Invoices to Owner </li></ul></ul><ul><ul><li>3. Payments received </li></ul></ul><ul><ul><li>4. Invoices from Subs (by specification section) </li></ul></ul><ul><ul><li>5. Payments made to Subs (by specification section) </li></ul></ul><ul><ul><li>6. Invoices from Suppliers (by vendors, alphabetically) </li></ul></ul><ul><ul><li>7. Payments made to Suppliers (by vendors, alphabetically) </li></ul></ul>
  29. 29. Job File Organization (Record Keeping System) <ul><li>Reports </li></ul><ul><ul><li>Arranged chronologically </li></ul></ul><ul><ul><li>1. Daily Job Logs </li></ul></ul><ul><ul><li>a. Project Manager </li></ul></ul><ul><ul><li>b. Superintendent </li></ul></ul><ul><ul><li>c. Project Engineer </li></ul></ul><ul><ul><li>d. Other </li></ul></ul><ul><ul><li>2. Telephone Logs </li></ul></ul><ul><ul><li>3. Progress Photos </li></ul></ul><ul><ul><li>4. Weekly/Monthly Job Progress Reports </li></ul></ul><ul><ul><li>5. Change Order Status Reports (by number) </li></ul></ul><ul><ul><li>6. Submittal Data Status Reports </li></ul></ul><ul><ul><li>(by specification section, subcontractor/supplier) </li></ul></ul><ul><ul><li>7. Material Delivery Status Reports </li></ul></ul><ul><ul><li>(by specification section) </li></ul></ul>
  30. 30. Job File Organization (Record Keeping System) <ul><li>Tests and Inspections Reports </li></ul><ul><ul><li>1. Inspection Logs (by specification section) </li></ul></ul><ul><ul><li>2. Inspection Reports </li></ul></ul><ul><ul><li>(by inspecting agencies &companies & by specification section) </li></ul></ul><ul><ul><li>3. Test Reports </li></ul></ul><ul><ul><li>(by inspecting agencies &companies & by specification section) </li></ul></ul><ul><ul><li>4. Safety Inspections (chronologically) </li></ul></ul><ul><ul><li>5. Safety Reports (chronologically) </li></ul></ul>
  31. 31. Job File Organization (Record Keeping System) <ul><li>Material Procurement and Deliveries </li></ul><ul><ul><li>1. Master Material Order List (by specification section) </li></ul></ul><ul><ul><li>2. Material Order Status Lists (by specification section) </li></ul></ul><ul><ul><li>3. Purchase Orders (by specification section or vendor) </li></ul></ul><ul><li>Submittal and Shop Drawings Log </li></ul><ul><ul><li>By specification section or </li></ul></ul><ul><ul><li>By sub contractors and suppliers </li></ul></ul>

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