027

PROJECT
MANAGEMENT &
BUSINESS PLANNING
PROCESS
http://www.cpi-team.com
Dr f Dejahang (BSc CEng, BSc (Hons) Construction Mgmt, MSc, MCIOB, PhD)
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Articles For Mathematics and Productivity
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LESSONS
Dr f Dejahang BSc CEng, BSc (Hons)
Construction Mgmt, MSc, PhD
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS
• Building and civil engineering
projects carry uncertainty and risk.
• Organisations under take RISK when
they need to achieve their business
objectives more effectively.
• Expand ONLY when the potential
benefits out weight the risk involved.
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS
• All projects should therefore
arise from a need to fulfil
two main factors such as:
1. Specific Strategic Objectives
2. Achieve competitive
advantages
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS

The business planning

process
has four essential steps:

Remember ‘MOST’
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS
The business planning process has
four essential steps:
Mission Statement
• States the reason for the organisations
existence;
• Initiates the business planning
process;
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS
Objectives are:
• The position;
• In quantities terms;
• In qualitative terms;
• that the organisation wishes to
reach;
• Must be in a stated period of time.
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS

Strategies to consider:
Design to achieve the objectives such
as:
• A set of budgets
• Clear goals
• Achievable targets
• Statement for needs.
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS
Covering all aspects of the business
such as:
• People
• Premises
• Organisations
• Capital
• Cash.
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS

Tactical plans
Individual plans to achieve items such as:
• Defined goal
• Operations and Projects
The plan describes how the organisation
will achieve each element of the strategic
plan.
Tactical plans
 PROJECT MANAGEMENT
BUSINESS PLANNING PROCESS

Another way to look at Business plan

Remember ‘COST’
• C Commitment by all concerned to the project
• O Objectives being clear to all-Scope and Mission
• S Strategy to meet the objectives-Milestone Plan
• T Tactical-activities found necessary to achieve
to each milestone and solve Problems
P7
 FUNCTION OF PROJECT MANAGEMENT

FUNCTION OF PROJECT MANAGEMENT

• The basic Management Principles described
by Henri Fayol are:
• To plan
• To organise
• To co-ordinate
• To control
• To lead
FUNCTION OF PROJECT MANAGEMENT
 FUNCTION OF PROJECT MANAGEMENT
The function of Project
Management
in more detail are:
• To establish the clients objectives
and priorities issues such as:
– brief formulation;
– client organisation;
– approval powers.
 FUNCTION OF PROJECT MANAGEMENT

Design Project Organisation

Such as:
• organisation chart;
• decision point;
• Relationships;
• feed back.
 FUNCTION OF PROJECT MANAGEMENT
Integrate Client into the
project
• client organisation integrated
into project organisation;
• people responsibilities;
• decision processes.
 FUNCTION OF PROJECT MANAGEMENT
Selection and appointment of
Contributors
• identify contributors;
• identify input required;
• identify when input required and
duration;
• record types of appointment.
 FUNCTION OF PROJECT MANAGEMENT
Full brief formulation process
• Establish need, budget, cost
plan, cost limit, procurement
route.
• Start value engineering
• Programme formulation
• The overall project programme
 FUNCTION OF PROJECT MANAGEMENT
The phase or stage
programme
• The design programme.
• The procurement programme.
• The construction programme.
• The commissioning
programme.
 FUNCTION OF PROJECT MANAGEMENT

Activation of the relationships

between contributors
• Ensure contributors are brought in
and integrated into the project
organisation.
• Ensure contributors can perform as
required.
 FUNCTION OF PROJECT MANAGEMENT

Establish appropriate information

and communication structure by:
establishing a full project
procedures
manual containing;
• description of formal
communication cannel;
 FUNCTION OF PROJECT MANAGEMENT

• change requests and

instructions;
• drawings framework;
• co-ordination project
information system;
• Address index of all
contributors.
 FUNCTION OF PROJECT MANAGEMENT
Convening and chairing
meetings
of contributors at all stages such
as:
• Judging the need and frequency;
• Who needs to attend;
• Agenda setting;
• Minutes and action.
 FUNCTION OF PROJECT MANAGEMENT

Monitoring and controlling

• Pro-active role;
• Obtaining feedback and under taking
analysis;
• Testing outcomes to objectives and
taking corrective action;
• Forecasting;
• Integrating and controlling contributors.
 FUNCTION OF PROJECT MANAGEMENT
Managing completion
• Commissioning programme;
• Training of user;
• As built drawings-user maintenance
manuals;
• Strategy for occupation or disposal.
Evaluation of outcomes
• Success in achieving objectives;
• The final feedback loop;
 FUNCTION OF PROJECT MANAGEMENT

SYSTEMATIC APPROACH TO ANY

PROJECT
• Royal Institute of British Architects
(RIBA PLAN OF WORK)
TACTICAL PLANS
 RIBA PLAN OF WORK
Appraisal
1 Carry out studies to determine the
feasibility of the Client's requirement.
2 2A Review with client alternative design
and construction approaches and the cost
Implications.
3 2B Provide information for report on cost
implications.
 RIBA PLAN OF WORK
B Strategic Brief
1 Receive strategic brief prepared by the client.
C Outline Proposals
1 Commence development of Strategic Brief into
Project Brief
2 Prepare Outline Proposal
3A Provide an approximation of construction costs.
OR
3B Provide information for cost planning.
 RIBA PLAN OF WORK
• 4 Obtain Client approval to Outline
Proposals and approximate construction
cost.
• 5 Co-operate with Planning Supervisor
where applicable.
 RIBA PLAN OF WORK
D Detailed Proposals
1 Complete developments of Project Brief.
2 Develop the Detailed Proposal from
approved Outline Proposals.
3A Prepare a cost estimate. OR
3B Provide information for preparation of
cost estimate.
4 Consult statutory authorities.
 RIBA PLAN OF WORK
• 5 Obtain Client approval to the
Detailed Proposal showing spatial
arrangements, material and
appearance, and a cost estimate.
• 6 Prepare and submit application
for full planning permission.
 RIBA PLAN OF WORK
E Final Proposals
• 1 Design Final Proposals from approved
Detailed Proposals.
• 2A Revise cost estimate.
• 2B Provide information for revision of cost
estimate.
• 3 Consult statutory authorities on
developed design proposals.
 RIBA PLAN OF WORK
• 4 Obtain Client approval to type of
construction, quality of materials,
standard of workmanship and
revised cost estimate.
• 5 Advise on consequences of any
subsequent changes on cost and
programme.
 RIBA PLAN OF WORK
F Production Information
1 Prepare production information for tender
purposes.
2A Prepare schedules of rates and/or
quantities and/or schedules of works for
tendering purposes and revise cost
estimate. OR
 RIBA PLAN OF WORK
• 2B Provide information for preparation of
tender pricing documents and revision of
cost estimate.
• 3A Prepare and make submissions under
building acts and/or regulations for other
statutory requirements. OR
• 3B Prepare and give building notice under
building acts and/or regulations (not
applicable in Scotland).
 RIBA PLAN OF WORK
• 4 Prepare further production information
for construction purposes.
G Tender documents
1 Prepare and collate tender documents in
sufficient detail to enable a tender or
tenders to be obtained.
2 Where applicable pass final information to
Planning Supervisor for pre-tender Health
and Safety Plan.
 RIBA PLAN OF WORK
• 3A Prepare pre-tender costs. OR
• 3B Provide information for preparation of
pre-tender cost estimate

H Tender Action
1 Contribute to appraisal and report on
tenders negotiations.
2 If instructed revise production information
to meet adjustments in the tender sum.
 RIBA PLAN OF WORK
J Mobilisation
1 Provide production information as
requested for the building contract and for
construction.
K Construction to Practical Completion
1 Make visits to the works in connection with
the Architect's design.
 RIBA PLAN OF WORK
• 2 Provide further information reasonable
required for construction.
• 3 Review design information from
contractors or specialists.
• 4 Provide drawings showing the building
and main lines of drainage and other I
information for the Health and Safety File.
 RIBA PLAN OF WORK
• 5 Give general advice on operation and
maintenance of the building.
L After Practical Completion.
1 Identify defects and make final inspections.
2A Settle Final Account. OR
2B Provide information required by others
for settling final account.