PROFESSIONAL

PRACTICE 3
Office Project Management
 Introduction
What is Office Proįect Management?

An organization's project management standards are defined

and upheld by an office project management ,which can be
internal or external.
They are in charge of upholding best standards and properly
documenting project status and strategy.

Includes maintaining the documentation, guidelines, and

metrics for project execution, making sure that projects are
finished on schedule and within budget.
Project Management
Function Services
A Group of management activities over
Provide for organizing and
and above normal architectural and
directing consultation
engineering services carried out during
activities
the pre-design, design and construction
phases, that contribute to the control of
including purchasing,
time, cost and quality of construction of a
supervision, inspection and
project.
acceptance.
Complementary to the function of
Architects, Engineers and Contractors in
meeting the broad & complex
requirements of usual projects
Benefits of Project
Management Benefits

Why should you use Office Proįect Improved and better

Management? quality and productivity of
work

Mitigate project risks

Improve relationships with

stakeholders
Architectural Management
What is the difference between Office Management and Proįect Management?

Involves the design

implementation, evaluation,
and maintenance of workflow
within an organization focuses on timeframes,
provides an overall framework designing from concept to
for individual projects working drawings, and
entails the allocation and managing the construction
accounting of resources, process
primarily premises, trained
workforce, and computer
systems

Office Management Project Management

Small Project
characterized by:

short project duration project scale

usually within months small-scale

staff hours impact on company

low person hours will there be or none?

number of members in
finance and funding
a team
allocated budget and time
around 10 or less
Project Teams
A project team is composed of
individuals that are working together
towards a common goal and meet the
expectations of client
Project teams collaborate and
capitalized on the skills of the teams
Provides open interaction among
colleagues, fact-based problem
solving, and result-based evaluations
Characteristics
The team members have a sense of
accountability with their peers in which
are individually and jointly responsible for
the teams’ purpose, goals, approach and
work products
Foster open and interactive discussions
within the team
Offers appropriate combination of
functional and technical problem-solving
interpersonal skills
Plans for a set of teamwork outcomes and
measure progress against specific goals
Project Teams Composition
Typical Project Team Organizational Chart

Proįect Manager

Design Department Engineering Department Construction Department Proįect Controls

Proįect Design Manager Proįect Engineering Manager Construction Manager Proįect Administrator

Senior Architect/Designer Civil Engineer Estimating

Architect/Designer Electrical Engineer

Assistant Designer Mechanical Engineer

Intern
Project Manager
Project Teams Head

Function Characteristics
The Project Manager operates as a Organized, directs and controls all key
member of an Owner-Architect- aspects of the project
Engineer-Contractor Team. Communicates well among project
Plan, program and monitor the various team members and interpret clearly
activities, and act as an adviser on their issues and opinions
material costs and construction Motivate project team members in
methods. achieving a high standard outcome and
His primary responsibility is to exercise meeting the project goals
of overall cost
 Project Manager
Detailed Functions

Pre-Construction Construction
Services Services
Phase Advise the Architect-
Phase Manage general
Engineer and the Owner coordination & scheduling
As early as practicable Reviews all bids for
whenever the refined of work
during design development, estimates show the
compliance with the Observe work in progress
The project manager should probability of exceeding stipulated conditions and to assure compliance with
enter regular consultation the budget allocation makes recommendations the drawings and
with Architects and Or when construction for awards with the specifications
time required is likely to Establish procedures or
Engineers (AE) and with the architects, engineers and
delay completion coordination among the
Owner on all aspects of schedule
owner enter into the pre- administrator, architects,
planning for the project. Prepare preliminary cost qualifying and actual engineers, separate
evaluations and estimates awarding process contractors and the
construction management
Project Manager

Limitation of Authority Legal Responsibilities

Shall provide the necessary The Project Manager has no legal
management support, by applying his responsibility insofar as design and
leadership and showing respect for co- construction is concerned.
professionals to be more effective
participants in the team. Not allowed to interfere in the field of
design and construction
Shall not interfere with the work of the
Contractor and Architect's design
Project Manager

Manner of Providing Services Methods of Compensation

To perform the variety of services The Project Manager is compensated
indicated in the Comprehensive on a percentage basis of 2 % to 5 % of
Architectural Services, the Architect estimated Project Cost.
must make full use of his own
capability as well as the services If the Architect as Project Manager
offered by other professionals. performs Regular Architectural
services for the same project
Has the option to expand his staff by
hiring experts and consultants
Managing
Staff
Core Project Team Members

Project Manager Architect Engineer Contractor

Establishes the vision and Plans, designs, and Plans, designs, and Execute proįect planning,
goals for the proįect and oversees the construction oversees the construction management, monitoring,
delegate tasks to the of a building of structures and systems. construction site safety,
different proįect teams and legal issues
 Design Department

Project Design Senior Architect/ Assistant

Manager Architect/Designer Designer Designer Intern
Manages the technical Licensed and qualified Perform core designing Assist more experienced Are unregistered or
design and professional tasks for the clients/firm architect/designers in still graduating
communicates with the performs the main tasks Perform tasks as per the accomplishing tasks architecture students
Proįect Manager of any assigned by Proįect instructions of the senior Designing plans, changing who work as trainees
issues and concerns. Design Manager. designers designs, compiling project in the firm.
Communicates with Responsible for the Technically knowledgeable design, recording They may handle day
the design team of all selection, evaluation on design and provide contracts, evaluating to day tasks and
necessary references, and implementation different design ideas financial demands, and assist designers in
standards, etc. procedures. supporting supervisors. disbursing resources to their duties.
Manages designers Communicate on time and the architecture team
and below positions. take necessary action to
meet/ finish drawings as
per schedule
 Engineering Department

Project Engineering Civil Electrical Mechanical

Manager Engineer Engineer Engineer
Coordinates designs and Managing, designing, Designing, implementing, Design the mechanical
develops detailed architectural developing, creating maintaining and components of a building,
and engineering plans in and maintaining improving electrical the air and plumbing
compliance with applicable construction proįects products and systems. systems within a building
regulations.
Construction Project Controls

Project
Construction Administrator Estimating
Manager
Responsible for Responsible for
Responsible for
supporting the firm’s estimating the cost of
budgeting, organization,
leadership and the project and assist
implementation and
architectural staff. in determining the
scheduling of the
Works closely with cost of the product or
proįects.
multiple proįect teams to service that will be
Oversee all onsite and
help design staff work manufactured
offsite constructions to
more efficiently by
monitor compliance
assisting with
with building and safety
administrative tasks
regulations likewise
required throughout all
coordinate and direct
proįect phases.
construction workers
and subcontractors.
Consultant
Additional Project Team Members: Specialized Services

Interior Lighting Acoustic Landscape Master

Designer Designer Consultant Architect Planner
Create specifications Designs lighting systems, Designs and manages Plans, designs, and Develops a larger
for applicable interior including natural and sound and vibration in oversees construction framework for a large
elements for con- electric light built environment of outdoor areas region
struction documents.
Consultant
Additional Project Team Members: Specialized Services

Geodetic Fire Sanitary Environmental Heritage

Engineer Engineering Engineer Engineer Conservation
Provides expertise Consultant Helps maintain public Consultant
Protects public health from
related to earthwork Provides expertise for health by ensuring the adverse environmental Balances historical and
and foundations fire protection and safe handling of sewage, materials or conditions architectural significance
suppression systems garbage and wastewater encountered as part of the with design. Assists in
proįect navigating preservation
regulations or tax credit
programs.
Project Operations A. Start-up
This includes the project definition, acquisition,
planning, and contract negotiation.
This pertains to the timeline and flow of work in
Team briefing
an architectural firm. Includes the requirements
and target date for each project. A good B. Project Authorization
Establishing necessary project accounts and
project operations flow achieves success in the
reports that will be distributed to the team.
project and meets client’s expectations and Providing the accounting department/
standards. bookkeeper/ principal with information about
the project milestones, deliverables and billing
details

II III IV V VI VII C. Key Project Information

I
Pre Design
Schematic Design
Developement
Construction Building Bidding & Construction List of project files, locations and access
Design Documents Permits Negotiation Administration
guidelines
 Phase 01: Research

Step 1:
Pre Design
Duration: 2-4 weeks
An information gathering
phase that will be the Involved: Do background research
about the site and location, survey of
foundation for the design
existing conditions, determine zoning
phases to follow. The main and land use requirements, and
goal is to learn everything programming.
possible about our client’s
goals and space Deliverables: Program, Zoning Summary,
Existing Condition in drawings
requirements.
 Phase 02: Design + Documentation

Step 2: Step 3:
Duration: 4 - 8 weeks Duration: 8 - 12 weeks
Schematic Design Design Development
Beginning the process of Involved: Do sketches and During this phase the Involved: Hiring and adding specific
models to test ideas, professionals that are required in
translating the program into building exterior will be
concepts, and relationships, the project, conducting a
an efficient building design. adhere to client feedback and more fully designed, the computation of the preliminary cost
This is when we start refinements, conduct interior layout completed estimating and value engineering,
exploring design concepts, preliminary floor plans and with finalized dimensions of and an outline specification should
time for testing options and exterior concepts ready for all spaces, and material be written down for the contractor
further development. to follow.
getting a general idea of the selection has been done.
look and feel of the Deliverables: Complete Drawing
program. Deliverables: Preliminary Site Set, Outline Specification
and Floor Plans, Preliminary Document.
Exterior Concept
 Phase 02: Design + Documentation
Step 4: Step 5:
Duration: 8 - 12 weeks
Construction Building Permits Duration: 12-24 weeks

Documents Involved: Client decision on The construction drawings, Involved: Understanding and
materials and finishes, preparing the building, land use, and
The design drawings are along with any additional
specifying all the fixtures and energy code compliance checklists
developed into a precise components to be installed, information required to get and forms, reviewing the historic
and thorough set of coordinating the consultant a building permit are district or community design (if
construction documents drawings, dimensioned submitted to the applicable), monitoring the
drawings and connection city/jurisdiction for review application progress and providing
containing all the
details. additional information as requested
information necessary to and approval.
by the office.
communicate the design to Deliverables: Drawings and
the contractor and to Specification for construction Deliverables: Drawings and Forms
construct the project. for Building Permit Application
 Phase 03: Pricing

• Step 6:

• Bidding & Duration: 24-3 0 weeks

• Negotiation Involved: Issuing the drawings and

specs to bidding contractors, answer
• Sometimes clients
questions from bidders and issue formal
already have their clarifications if necessary, review and
designated contractor to compare bids and advise the client.
work on the project but in
case there is no contractor Deliverables: Drawings and
Specifications for Bidding
in mind the client can refer
to the firm to find their
project builder and to
obtain competitive
• bids.
 Phase 04:
Construction
Step 7:
Construction
Duration: throughout construction
Administration completion

The phase of visiting the Involved: Conduct regular on-site

jobsite at regular intervals meetings with you and your builder,
to answer questions or review the pay applications from general
contractors and subcontractor shop
advise the contractor and
drawings, review the final punch list.
also to address potential
issues. Deliverables: Field Observation Reports
Project Controls
To keep costs and timelines on track, project
controls are procedures for acquiring and
analyzing project data. Initiating, planning,
monitoring, regulating, communicating, and
closing out project expenses and schedule
are some of the duties of project controls.
Processes that define Project Control

Project Planning Cost Management Risk Management

Tells all involved parties Implemented to aid project By anticipating, identifying,
where you're heading and teams in planning and analyzing, and responding to
how you're going to get there maintaining budgets during the project-related events, it
The project planner course of the project. focuses on risk control. In
collaborates closely with the Resource planning, cost order to save time, money, and
project manager and their estimation, cost budgeting, and reputation, risk management
team to establish the project cost control are the four stages aims to increase the likelihood
scope, time-phased that make up the detailed and effect of good events in
construction of these items, process of cost management. the project while lowering
and create a project schedule those of unfavorable events.
 Processes that define
Project Control
Change Management Project Administration
Projects can stay on their planned course To enable teams to concentrate on
by documenting changes, comprehending actual execution rather than routine
their effects, and following a defined tasks, the goal is to track status
process for evaluation, approval, and updates, record meeting minutes and
accountability. learnings, and manage processes
smoothly.
 Importance of
Project Controls
Despite being a subset of project
management, controls still interact with more
people than just the project managers to
whom they report; they give the project a
structure, encourage collaboration, unleash
the power of data, and free project teams to
concentrate on taking actions rather than
processing data.
Project
Delivery
Formation

Organization Team
Effective Team Operation
Recommendations
Working Locations Groups with a high level of task interdependency should share space

Project Meetings Execute project meetings with purpose

Clear Objectives Include more project individuals in team-building exercises

Leadership Strategies Trust your instincts and your teams

Equal Accountability and

Leverage transparency and a focus on improvement
Culture of Learning