Project

Management Administrative Structure

1. Dept. of Studies & Design: - v Main Tasks: Supervise studies and design works. Carryout studies and design relating to add/refurb. Provide Tech. support to other departments. v Recommendations: - Prequalification of Consultants. [Performance] - Outsource all Design work. [Cost/expected work load] - Assign Permanent key staff. [Ensure continuity & Min. disruption] - Carry out Cost analysis. [Avoid extra Preventive & Corrective Costs] - Spend enough Time, Effort, and Resource on the design phase. - Preform value Eng. Exercises. [Well-developed designs (especially ElectroMech.)] - Design for Maintenance and Upgrading. [For Future (especially ElectroMech.)] - Design for Buildability, Health & Safety. [Easy build, low H&S risk (LEED)] - Design for Sustainability and Green Building.

2.

vMain Tasks: Responsibility for the Const. phases & major refurb. Overall management of Consultant/Contractor supervisors Communication & Coordination between Owners - other Parties. Provide Tech. support to other Departments. v Project Grades: Grade of Project 5th 4th 3rd 2nd 1st Max Tenders (Millions) 5 10 50 200 200+ v Causes of Delay: * Reference Short Essay 1 * v Recommendations: - Lobby for Reviewing Tech. Specs. To make it more relevant to current trends in material and

Dept. Of Planning & Project Supervision: -

workmanship. [General Specific].

- Consider setting up central materials Lab to test for quality. - Supervision Consultants should be proactive in resolving problems. - Preform Project Evaluation & Benchmarking. - Promote the use of Construction Collaboration Technologies.

[Communication between S takeholders]

Central Storage

Client

PM

Consultant

Contractor

Sub-Cont.

Supplier

3. Dept. of Contracts And Real Estate: - v Main Tasks: Reserve funding From Project Budget. Ensure Contracts (by Designer) are complete. Advertise New construction Tenders in Press. Draft Correspondence letters / Approval requests Ensure All Project details are adherent to Gov. Regulations. Administer Contractor submittals and performance payments. Participate in preparing budgets, cost estimates, and financial reports to be issued to 3rd Parties. v Recommendations: - - Not to constrain Contracts to standards [take variation in account]. - Strengthen Department through appointing specialist in: - Contractor contract Law and claims. Quantity surveying and cost estimation. Financial Analysts. - The department procedures should be formulated & documented to allow the Dept. to operate in absence of key staff. - Create fair and unbiased contract conditions.

4.Dept. of Operation & Maintenance (Facilities): -

v Main Tasks: Undertake routine, reactive, and planed maintenance. Carryout decorations, minor refurbishments, and alterations. Cleaning, Gardening, and Transportation. v Recommendations: - - Only well-qualified staff should be recruited and retained. - Consider appointing 3rd party maintenance supervision consultant. - Encourage Recycling in Rubbish collection. - Provide training and Professional development to staff. - Standardizing components and parts across Project [Reduce Cost] - Provide feedback to Studies & Design Dept. [Design for easy Maintenance] - Require consultants or S&D Dept. to carry out whole life costing of Major Projects. - Inclusion of Essential spare parts, they should be stored for later use. - Spend more on Preventive maintenance to save more. [Minimize future costs] - Plan routine surveys to Identify areas requiring attention [Priorities] v Computerized Maintenance Management System (CMMS): - Input all assets and maintenance operations [define Paths, Locations] Issue automatic Work orders in advance [Preventive] Independent reviews and Audits for Assurance (if 3rd party) The use of latest tech and Software by all Parties [Increase Productivity] Such As, Maximo, Primavera, & Microsoft Project

5. General Archive :- v Main Tasks: Digitalizing Hard copies of all Documents [Into OCRd PDFs] including the following: Letters, Deeds, Drawings, Contracts v Recommendations: - As-built Drawings Prepared by Contractor should be shared amongst all Stakeholders &

Departments.
- Implementation of a Document Management System [DMS]. - Have a Central Hub of Reference Info for easy neat access.
DMS

Capture

Manage

Store

Deliver

Emails

Data Input Secure Access Indexing

Repository

Output Online Access Destruction

Docs

Archive

Images

Versioning

v Advantages of Electronic DMS: - - Central Storage [easy access] - Duplicates [Reduce differences in many Ver.] - Going green [less paper, no file cabinet] - Searching [Indexed Meta data] - Version Control [Latest Ver. + History] - Notifications [When changed] - Optimize Workflow [Signing, Approvals] - Security [Less leaking , Access]