Facilities Project Managers Guide

[Pages:166]Facilities Project Managers Guide

May 2008

TABLE OF CONTENTS

Introduction to the Facilities Project Manager's Guide ........................................................ 8 Part I: Stakeholders and Roles ............................................................................................ 11 Part II: Project Requests and Approval Process ................................................................. 27 Part III: Project Controls ........................................................................................................ 34 Part IV: Project Process Phases ........................................................................................... 56 Part V: Appendix ................................................................................................................... 75

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Facilites Project Managers Guide

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DETAILED TABLE OF CONTENTS

Introduction to the Facilities Project Manager's Guide ........................................................ 8

Executive Summary............................................................................................................................................... 8 How to Locate the Guide ....................................................................................................................................... 8 Summary Overview of this Guide .......................................................................................................................... 9 This Guide and Other Documents ......................................................................................................................... 9

The Cornell Project Management Methodology (CPMM) Guide ....................................................................... 9 The Project Manager's Toolbox......................................................................................................................... 9 Facilities Services Website and Other Websites............................................................................................. 10

Part I: Stakeholders and Roles ............................................................................................ 11

Facilities Services: Key Departments ................................................................................................................. 13

Project Team ....................................................................................................................................................... 15

Core Team....................................................................................................................................................... 15 Executive Group .............................................................................................................................................. 15 Primary Customer............................................................................................................................................ 15 Project Executive / Director ............................................................................................................................. 16 Project Manager .............................................................................................................................................. 16 Construction Manager ..................................................................................................................................... 16 Project Coordinator.......................................................................................................................................... 16

Project Coordinator Responsibilities ........................................................................................................... 16

Role Agreement .......................................................................................................................................... 17

Cornell Approval Groups ..................................................................................................................................... 18

Consultants and Contractors ............................................................................................................................... 19

Cornell Stakeholders ........................................................................................................................................... 20

Alumni Affairs and Development ..................................................................................................................... 20 Construction Management Office .................................................................................................................... 20 Contracts & Capital Projects Office ................................................................................................................. 21 Cornell Information Technologies.................................................................................................................... 21 Cornell Police................................................................................................................................................... 21 Alumni Affairs and Development ..................................................................................................................... 21 Environmental Compliance and Sustainability Office...................................................................................... 21

ECOS Checklist .......................................................................................................................................... 22

Environmental Health and Safety .................................................................................................................... 22 Facilities Management..................................................................................................................................... 22 Maintenance Management .............................................................................................................................. 22 Office of Government and Community Relations Office.................................................................................. 22 Office of the University Counsel ...................................................................................................................... 23 Project Planning and Estimating ..................................................................................................................... 23 Risk Management and Insurance.................................................................................................................... 23 Transportation and Mail Services .................................................................................................................... 23 Treasurer's Office ............................................................................................................................................ 23

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University Architect .......................................................................................................................................... 23 University Budget Office .................................................................................................................................. 23 University Engineer ......................................................................................................................................... 24 University Planner ........................................................................................................................................... 24

The Roles of the University Planner and University Architect .................................................................... 24

Utilities and Energy Management ................................................................................................................... 24 External Stakeholder Groups............................................................................................................................... 25

Building Inspector and Fire Marshall ............................................................................................................... 25 Community/Neighborhood Associations ......................................................................................................... 25 Planning and Development Boards ................................................................................................................. 25 Other Boards ................................................................................................................................................... 26

Part II: Project Requests and Approval Process ................................................................. 27

Cornell University Approval Process ................................................................................................................... 27 Transaction Authority Policy ................................................................................................................................ 28 The Project Approval Request (PAR) .................................................................................................................. 29

Project Plans.................................................................................................................................................... 29 How to Write a PAR ............................................................................................................................................. 30

Types of PARS ................................................................................................................................................ 30 Concept PAR .............................................................................................................................................. 30 Design PAR................................................................................................................................................. 30 Construction PAR........................................................................................................................................ 31 Revised PARS ............................................................................................................................................ 31

Municipal Approval Process ................................................................................................................................ 31 Project Authorization Letter ................................................................................................................................. 33

Letter of Authorization ..................................................................................................................................... 33

Part III: Project Controls ........................................................................................................ 34

Introduction .......................................................................................................................................................... 34

Budget Development ........................................................................................................................................... 34

Budget Planning Phases: Overview ................................................................................................................ 34

Planning Phase ........................................................................................................................................... 34

Design Phase .............................................................................................................................................. 34

Bid Phase .................................................................................................................................................... 34

Construction Phase Cost Tracking ............................................................................................................. 34

Budget Template ............................................................................................................................................. 35 Planning Phase Budget Development............................................................................................................. 35 Design Phase Budget Development ............................................................................................................... 37

Feasibility Study Phase Budget Development ............................................................................................ 37

Schematic Design (SD) Phase Budget Development................................................................................. 37

Step 1: Parallel estimate......................................................................................................................... 37 Step 2: Reconciliation of estimates ........................................................................................................ 37

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Step 3: Allowance Items ......................................................................................................................... 37 Step 4: Value Analysis /Value Engineering (VA/VE) .............................................................................. 37 Design Development (DD) Phase Budget Development ............................................................................ 39 Step 1: Perform a cost/value analysis .................................................................................................... 39 Step 2: VA/VE Items ............................................................................................................................... 39 Step 3: Life Cycle Costs ......................................................................................................................... 39 Step 4: DD Estimate ............................................................................................................................... 39 Step 5: Project Budget Validation ........................................................................................................... 39 Construction Documents Phase Budget Development............................................................................... 39 Bid Project Phase Budget Development ......................................................................................................... 40 Lump Sum Projects..................................................................................................................................... 40 Public or Private Bid Openings ................................................................................................................... 40 GMC Projects Negotiations ......................................................................................................................... 40 Bids Exceed Construction Budget .............................................................................................................. 41 Awarding the Project to a Bidder ................................................................................................................ 41 Construction Phase PAR ............................................................................................................................ 41 Construction Phase Cost Tracking .................................................................................................................. 42 Pre-construction .......................................................................................................................................... 42 Construction ................................................................................................................................................ 43 Keep Schedule ....................................................................................................................................... 43 Validate, Track and Monitor Change Orders .......................................................................................... 43 Review for ADA Access Compliance...................................................................................................... 43 Timely Responses to Contractor ............................................................................................................ 43 Timely Payments .................................................................................................................................... 43 Quality Assurance/Quality Control.......................................................................................................... 43 Monitor Contractor's Compliance ........................................................................................................... 43 Close-out/Move-in ....................................................................................................................................... 44 Resolve any claims ..................................................................................................................................... 44 Project Contingencies...................................................................................................................................... 44 Escalation Contingency............................................................................................................................... 44 Projects with fixed, non-escalating budgets ........................................................................................... 45 Projects with budgets that are allowed to increase with escalation ....................................................... 45 Design Contingency .................................................................................................................................... 46 Design Contingency for Design Phase of Budget .................................................................................. 46 Construction Contingency ........................................................................................................................... 46 Errors and Omissions ............................................................................................................................. 47 Unforeseen Conditions ........................................................................................................................... 47 Scope/Program Change ......................................................................................................................... 47 Capital Project Funding Plan ............................................................................................................................... 50 Schedule Development........................................................................................................................................ 50 Contractual Agreements ...................................................................................................................................... 50

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Design Agreements ......................................................................................................................................... 51 Project Manager Issues Request for Proposal (RFP)................................................................................. 51 Project Manager Presents Proposals to C&CP .......................................................................................... 51 C&CP Reviews Proposal ............................................................................................................................ 51 Types of Design Agreements...................................................................................................................... 52

Construction Agreements ................................................................................................................................ 53 Types of Construction Contracts ............................................................................................................ 53

Invoices and Payment Applications ..................................................................................................................... 54 Setting up an Account ..................................................................................................................................... 54 Receipt of Invoice in C&CP ............................................................................................................................. 54 C&CP Review of Invoice ................................................................................................................................. 54 Construction Manager Reviews....................................................................................................................... 54 Project Coordinator Review ............................................................................................................................. 54 Approval by PM and Return to C&CP ............................................................................................................. 54 CC&P Requests Payment by DFA .................................................................................................................. 55 Project Over Budget ........................................................................................................................................ 55 Project Manager's Report ................................................................................................................................ 55

Financial Reviews and Reporting ........................................................................................................................ 55 Projects over $5 Million ................................................................................................................................... 55 Projects under $5 Million ................................................................................................................................. 55

Part IV: Project Process Phases ........................................................................................... 56

Project Delivery Flow Chart ................................................................................................................................. 56 Planning Phase.................................................................................................................................................... 57

Goal ................................................................................................................................................................. 57 Deliverables ..................................................................................................................................................... 57 Client Responsibilities ..................................................................................................................................... 57 PM Responsibilities ......................................................................................................................................... 57 Steps................................................................................................................................................................ 58

Initiate Project ............................................................................................................................................. 58 Review Project Plan .................................................................................................................................... 58 Create Project Team ................................................................................................................................... 58 Create Project Space Program ................................................................................................................... 58 Site Selection (new construction only) ........................................................................................................ 59 Consultant Selection ................................................................................................................................... 59 Decide need for either Concept Study and/or Feasibility Study ................................................................. 59 Project Formulation ..................................................................................................................................... 60 Primary Customer Approval ........................................................................................................................ 60 Planning Phase Approval ................................................................................................................................ 61

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Design Phases..................................................................................................................................................... 62 Schematic Design (SD) ................................................................................................................................... 62 Deliverables ................................................................................................................................................ 62 Process ....................................................................................................................................................... 63 Schematic Design Approvals ...................................................................................................................... 64 Design Development (DD)............................................................................................................................... 64 Deliverables ................................................................................................................................................ 64 Process ....................................................................................................................................................... 64 Design Development Approvals.................................................................................................................. 65 Construction Contract Documents (CD) .......................................................................................................... 65 Deliverables: ............................................................................................................................................... 65 Process ....................................................................................................................................................... 65 Construction Documents Approvals............................................................................................................ 66

Bid Phase............................................................................................................................................................. 66 Deliverables ..................................................................................................................................................... 66 Process ............................................................................................................................................................ 66 Bid Phase Approvals ....................................................................................................................................... 67

Construction Phase ............................................................................................................................................. 67 Site Preparation / Mobilization ......................................................................................................................... 67 Construction..................................................................................................................................................... 67 Deliverables ................................................................................................................................................ 67 Close-out/Move-in ........................................................................................................................................... 68 Deliverables ................................................................................................................................................ 68 Process ....................................................................................................................................................... 68 Obstacles to Closing a Project Account .......................................................................................................... 69 Resources........................................................................................................................................................ 69

Risk Management in Project Management.......................................................................................................... 71 Assess Financial Risk...................................................................................................................................... 71 Outline Legal Relationships: Design Phase/Have Clear Contracts ............................................................... 71 Oversee Aspects of the Claims Process ......................................................................................................... 72 Three Types of Claims ................................................................................................................................ 73 Workers Compensation .......................................................................................................................... 73 Liability .................................................................................................................................................... 73 Property Damage Liability Claims .......................................................................................................... 74 Property .................................................................................................................................................. 74

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Part V: Appendix ................................................................................................................... 75

Sample Matrix for Project Coordinator (PC) Responsibilities .............................................................................. 76 Sample Project Manager and Construction Manager and Project Coordinator Duties and Responsibilities ..... 79 Sample Role Agreement...................................................................................................................................... 82 Sample Revised Par ............................................................................................................................................ 84 Construction Contingencies Exposures............................................................................................................... 89 GMC Systems...................................................................................................................................................... 90 GMC Cost of Work (Current Bidding Climate)..................................................................................................... 91 GMC GC's............................................................................................................................................................ 93 Sample Budget Sheet.......................................................................................................................................... 96 Sample Budget: Building Cost ............................................................................................................................. 98 Sample Budget : $110 Million .............................................................................................................................. 99 Sample Budget: $154 vs. $140 Million .............................................................................................................. 104 Sample Project Plan .......................................................................................................................................... 109 Sample Feasibility Study ................................................................................................................................... 114 Sample SD VE ................................................................................................................................................... 127 Sample SD Cost Strategy.................................................................................................................................. 133 Sample Design Development Value Engineering ............................................................................................ 135 Sample Construction Development 50 Value Engineering ............................................................................... 150 Sample Change Order Letter............................................................................................................................. 162

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