Lecture 8 monitoring & controlling (1)

1
LECTURE 8 24th April 2014 Ir Ishak Arshad
KKH 4194
PROJECT MANAGEMENT

4/29/2014
2
Project Management
Monitoring and Controlling Construction
•Project Progress (scope & time), Cost and Quality

4/29/2014
3
Project Management
CO 2 :
•Able to evaluate elements of project management and cost for civil engineering work.

4/29/2014
4
Project Management
As a contractor for a project, you have to target your project to complete on time, with acceptable quality and to get reasonable profit.
How do you control and monitor;
•Project scope
•Project completion time
•Project cost
•Project quality

4/29/2014
5
Contractors’ Goals in Implementing Projects
•Making profit
•Finishing on time - TIME
•Constructing within budgets - COST
•Finishing the projects safely - SCOPES
•Delivering quality projects - QUALITY
•Getting new projects

4/29/2014
6
Monitoring & Controlling A Construction Project
Defn:
Monitoring and controlling are processes required to track, review and regulate the progress and performance of the project.
(to track = to follow ,to review = to go over, to regulate = to put in order)
By monitoring and controlling – the project performance is observed and measured regularly and consistently to identify variances from the project management plan
(PMBOK- PMI)

4/29/2014
7
Monitoring & Controlling Projects
1. What are to be monitored & controlled?
2. What is monitoring ?
3. What is controlling ?
4. Who does the monitoring & controlling ?
5. What are the project aspects they monitor & control?
6. What is document used in Monitoring &
Controlling ?

4/29/2014
8
Monitoring & Controlling Projects
1.To monitor & control– project team & work to be done
2.Monitoring - collecting & measuring performance information & assessing the results
3.Controlling - corrective or preventive action to be done
4.The monitoring & controlling – by Project Manager & Project Management Team
5. They monitor & control – scope, schedule (time) & cost + Quality
6. Document used in Monitoring & Controlling – Project Management Plan

4/29/2014
9
To monitor Project Objectives & “Triple Constraints” :
•Performance – to complete scopes of the project
•Time
• Cost
With Quality

Monitor & Control Project Work
•The process of tracking, reviewing and regulating the progress to meet the performance objectives defined in the project m’ment plan.
•Monitoring – collecting , measuring & distributing performance information . Assessing measurement & trends for process improvement
•Controlling– determine corrective or preventive action or preplanning & following up actions to resolve performance issue (to align with the expected project performance)
•Monitoring & Control Project Work Process is concerned with:
-Comparing actual project performance vs the PMP
-Assessing performance – any corrective/ preventive action need to be done

4/29/2014
11
1)Performance/scope
Some factors affecting project performance:
•Unexpected technical problems – eg nature of the project beyond expectation
•Insufficient resources when needed
•Unexpected technical difficulties – eq due to site condition or soil condition
•Client requires changes –ok with EOT & additional cost

4/29/2014
12
Performance- Scope Control
Monitoring status of the project and managing changes to work program
Activities:
•Work performance measurements – variance analysis
•Change requests – need client approval. Avoid implementing unapproved changes.
•Project Management Plan (Programs) updates with all approved changes
•Project document updates – updating drawings due to changes done
Outputs:
•Work performance measurements
•Change requests
•Project management plans
•Projects documents updates

4/29/2014
13
2) Time- schedule
•Technical difficulties take longer than planned to solve
•Initial time estimate is not enough
•Task sequencing is incorrect – incorrect timing
•Required inputs of matl, personnel, machineries are unavailable when needed – idling & wasting of time – require extra time
•Client want changes and need rework
•New Government regulation

4/29/2014
14
Time- Schedule Control
Monitoring status of the project to update project progress and managing changes to the schedule baseline
Activities:
•Change requests – thru approved process
•Project Management plan updates
•Project document updates
Outputs:
•Change requests

4/29/2014
15
3) Cost:-aspects that may increase project cost!
•Technical difficulties requires more resources
•Scope of work increase – VO ?
•Tender price too low -
•Reporting is poor or untimely – can not monitor !
•Budgeting is inadequate – working capital is not enough !
•Price of matl increase

4/29/2014
16
Control Costs
Monitoring and controlling status of the project - update the project budget - managing changes to the cost baseline
Activities
•Ensuring all change requests - approved by the client - do not proceed unapproved changes – inform client all cost implication on changes made
•Ensuring that cost expenditure do not exceed permissible values
•Monitoring cost performance, understand variance – check std or previous projects
•Monitoring work completed against expenditure – compare cost between cost in BQ to actual cost spent !
•Taking action to ensure cost overrun within acceptable limit

4/29/2014
17
Control Costs
Outputs:
•Work performance measurements – check progress report
•Budget forecasts & actual expenditure
•Change requests
- cost performance baseline & cost
management plan

4/29/2014
18
Control Costs
Outputs: ….. continue
-cost performance baseline:
compare actual results to determine if any change
-cost management plan:
describe how the project costs will be managed and controlled

4/29/2014
19
Time- Schedule Control
Monitoring status of the project and managing changes to the schedule baseline
Activities:
•Determining the current status of the project schedule
•Determining that the project schedule has changed
•Managing the actual changes – how to catch up with the time!
Outputs
•Work performance measurements – project program
•Change requests – thru approved process

4/29/2014
20
4) Quality Control
•Quality ?
•Quality Control – depends upon the control of construction itself
•Quality of finished product is responsibilities of Designer (Consultants) and Contractors
•Responsibilities of all participants – RE, COW, Supervisors, Skilled Workers, Workers - right attitude - let them proud with their work !
•Good design + good materials & workmanship
= Quality product

4/29/2014
21
Quality Control
•Inspection of work quality at every part of the work
•Selecting samples of matl to be used – sizes, appearances, testing the samples
•Testing materials and workmanship at every stage of construction to make sure the work meets requirements of the drawings and specifications
•For big project – they have a Quality Control Officer
•Contractor to have A Program of Quality Control
•ISO 9000/9001

4/29/2014
22
Perform Quality Control
Monitoring and recording results of executing the quality activities to assess performance and recommend necessary changes
Activities:
•Perform Quality Control throughout the project
•Quality control = plan quality - perform quality control - perform quality assurance
•Identify causes of poor process – recommend and/or take action to eliminate them
Quality Assurance = process of auditing the quality requirements based on results of the Quality Control measurement to
ensure Quality Standard.

4/29/2014
23
Perform Quality Control
Outputs
•Quality control measurement
•Validated changes

4/29/2014
24
Who to control ?
•Clients )
•Consultants ) - Have to play their roles
•Contractors )
How ?
•Progress Reports – reporting progress
•Site meetings – check & monitor progress, time, cost & quality
•Technical meetings
•Regular site visits by the client, Director of the consultant firms

4/29/2014
25
Management of Changes
Changes sometimes cannot be avoided during construction
Changes by owner, designer or contractor:
•Owners – changes to better achieve intended use of the project - caused VOs
•Designer – changes to original drawings or spec – must get owner’s approval
•Contractor – to change matl, system of work, method of construction – must get SO approval
Changes – increase/decrease scope, cost and time !

Project Organisation
1)Client - management by Client Technical Department
2)Consultant Site Staffs
3)Contractor Site Staffs
Parties in Project.xls
Consultant Site Staffs:
( Number of post and number of Staff depend on the project size)
•Project Director/Project Manager (Head of the team)
•Chief Resident Architect (for Building Project)
•Chief Resident Engineer (Civil & Structure)
•Resident Architect
•Resident Engineers (Civil & Structural, Mechanical and Electrical)
•Resident Quantity Surveyors
•Clerk of Works (Architecture, C&S, M&E, QS)
•General Clerks
26

4/29/2014
27
Projects Organisation
Consultant Site Staffs:
( For Building Projects RM10mil -RM20 mil )
•1 Resident Architect (Head of The Team for building project) = Project Manager
•1 Resident Engineers (Civil & Structural)
•1 Clerk of Works (Architecture),
•1 Clerk of Works (C&S)
•1 Clerk of Works (M&E)

4/29/2014
28
Contractor Site Staff:
( Number of post and number of Staff depend on the project size)
•Project Manager (Head of the team)
•Site Architects
•Site Engineers (Civil & Structural, Mechanical and Electrical)
•Site Quantity Surveyors
•Safety Officer (for project above RM20 mil. require full time officer at the site)
•Supervisors (Architecture, C&S, M&E)
•Administration Staff

4/29/2014
29
Contractor Site Staff:
( For Building Projects RM10mil -RM20 mil )
•1 Project Manager/Site Manager – Head of the team
•1 Safety Officer (Not based at the site)
•1-3 Supervisors (Architecture, C&S, M&E)
•Administration Staff

4/29/2014
30
Project Site Office:
1)Contractor Site Office
• Contractor Project Manager
•Site Engineer
•Admin staff
•Supervisors
2)Consultant Site Office
•Project Director/Project Manager
•Resident Architect ( for building project –as Head of the team)
•Resident Engineer – C&S, M, E
•Other site staff

4/29/2014
31
Records at the Site Office:
•Tender Document/Contract Document (duplicate copy)
•Tender Document/Sub-contract Documents (duplicate copy)
•Drawings (latest amended drawings) – all changes are fully recorded
•Site Diaries
•Progress Report – progress chart – photographs
•Samples Approved

4/29/2014
32
Site Diaries - Site_diary_work_template.pdf
•Must always be kept at the Site Office
•Daily recording by Consultant Site Staff specialy assigned eg by Architect Clerk Of Work & to be endorsed by Contractor’s Project/Site Manager
•Regularly checked by RA/RE & Consultant Project Manager
•Recording work done, no of workers & machineries, weather, Consultant Site Staffs’ instructions to Contractors etc
•All information will be used for Contractor’s Application for Extension of Time & disputes & claims

4/29/2014
33
Progress Report :
•Monthly Progress Report by the Main Contractor
•Progress charts (colouring all completed work) - percentage of work done on particular date - photographs - Report
•Submitted & discussed in the project Site Meetings

4/29/2014
34
Samples
•Samples Approved & dates
•Kept at the Site Office
•Recorded in “ List Of Sample Approved & Reported in the Contractor’s Monthly Report
Material Testing
•For quality control
•To check whether materials proposed by the contractors are in accordance with the contract specifications eg in term of sizes, strength, contents
• Concrete mix - cube tests for 7 days & 28 days
•Cone test for concrete mix
• Reinforcement tensile tests
•Timber – chemical contents for tanalised timber

4/29/2014
35
Site Meetings :
•Schedule site meetings eg every 2 weeks or every month at the Site Office
•Chair by SO (from Client) or RSO (Consultant)
•Attended by all Consultant Site Staff, Main Contractor’s Representatives, NSC Rep
•Purposes –Progress Monitoring – to discuss all problems related to the project
•Discussed Project’s Progress – Progress Report
•Minutes of the meetings – prepare by the consultant’s site staff

4/29/2014
36
References:
1.Frederick E. Gould and Nancy E. Joyce. 2003. Construction Project Management. Prentice3 Hall Publisher.
2.Peter G. 1989. Management and Construction Control. New York: Longman Inc.
3.Oberlender G.D. 2000. Project Management for Engineering and Construction. McGraw-Hill
4.PMI.2008. A Guide to the Project Management Body of Knowledge (PMBOK)
5.Twort A.C and Rees J.G .2005, Civil Engineering Project Management . 4th Edition, UK: Elsevier Butterworth Heinemann

Lecture 8 monitoring & controlling (1)

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Viewers also liked

Viewers also liked (20)

Similar to Lecture 8 monitoring & controlling (1)

Similar to Lecture 8 monitoring & controlling (1) (20)

Lecture 8 monitoring & controlling (1)