Development / Project Briefs

Question 1

What is a project brief

Answer 1

The project brief is the final stage in the process of defining the client’s requirements.

The strategic brief develops on from the statement of need and describes the client’s requirements in sufficient detail to allow the appointment of consultants. It is then developed further with the benefit of comments made by the consultants.

Question 2

How is a brief developed?

Answer 2

It is developed through:

• Interviews with the client team to understand key goals
• Workshops with potential users
• Input from Stakeholders
• Site and user surveys
• Statutory considerations
• Business Case
• Existing building information
• Analysis of existing office space

Question 3

What should be in a brief?

Answer 3

• Description and background of the client (culture, vision, organisational structure, key policies)
• Site information (fir out guide, site surveys, plans etc.)
• Spatial requirements (desk numbers, users, open plan, zoning etc.)
• Technical requirements (MEP, acoustic, equipment, IT/AV, security, environmental etc.)
• Specific components needing specialist design or on a long lead.
• Budget
  -Programme
• Key KPs

Question 4

How should a brief be presented?

Answer 4

This is a formal document normally issues as a report broken down into a number of sections.

Question 5

At what RIBA Stage is the brief defined?

Answer 5

RIBA Stage 1 - “preparation & Brief”

Question 6

What is the difference between the “strategic definition” and “Client Brief” in the RIBA plan of works?

Answer 6

Strategic definition is the first stage of the process where the client requirements are defined and key goals noted. Statement of needs.

Client briefing stage is once the above has been agreed these goals are refined and considered in terms of specific needs and further information required. A Brief document will be completed, site surveys undertaken, budget set, responsibility matrix developed.

Question 7

What existing building information would be included in a client brief?

Answer 7

1. Any O&M information
2. Site plans
3. Existing surveys
4. Asbestos register (if before 1999)
5. Fit Out guide
6. Access constraints
7. Legislative constraints

Question 8

Why is it important to involve different stakeholders when completing the brief?

Answer 8

The more people discussed the more refined the brief document can be and therefore the more complete tender returns will be. If not refined this could lead to a number of changes post contract.

Question 9

You note sustainability measures are important within a brief. Why is this and what common features are you aware of?

Answer 9

1. Climate change act and UK government targets to achieve net carbon zero by 2050. Therefore my obligation to promote this.
2. MEES regulation and requirement for commercial units to meet an EPC B by 2030
3. BREEAM and WELL accreditations

Question 10

What are KPIs?

Answer 10

Key performance indicators

Question 11

What are common KPIs on your projects?

Answer 11

1. Project cost and budget
2. H&S
3. Programme milestones
4. Quality issues at the end of the defects liability period / PC

Question 12

Gatwick Cat B - How were you appointed?

Answer 12

1. The client requested a fee proposal be issued
2. Completed a COI check and DD
3. Issued a fee proposal. This included an understanding of the project, resource allocation, key programme milestones, scope of service, fee, terms of business and complaints handling procedure
4. Terms of engagement letter was returned and signed in writing by my client

Question 13

What do you mean benchmark?

Answer 13

This is the process of comparing the project against similar sized and scoped works completed to ensure alignment

Question 14

You note the client advised their lease expiry was in 7 months - why was this important to note in the brief

Answer 14

This was a key programme influence and goal to meet. it impacted the choice of procurement, design and lead time considerations. It was imperative the deadline was not missed otherwise my client would not have an office.

Question 15

What project risks did you note in the risk section within your Gatwick Cat B fitout brief?

Answer 15

1. Late delivery of the Cat A floor
2. Material costs
3. Covid
4. Industry procurement concerns
5. Other tenant works in the building

Question 16

L3 - Manchester Square PEP. What is a PEP?

Answer 16

A project execution plan sets out the strategy for managing a project. It includes sections for:

1. Policies and procedures
2. Base upon the client brief
3. Roles and responsibilities
4. Programme
5. Communications strategy
6. Change control
7. H&S
8. KPI and quality assurances
9. Risks
10. Soft landing strategy
11. Assumptions

Question 17

Manchester Square - What assumptions did you make in the PEP?

Answer 17

Assumed the base build works would complete on programme.

Assumed the client would make all necessary resource available to lead the project.

Assumed the key point of contact was in the UK.

Question 18

What is the difference between a brief and PEP?

Answer 18

A brief is used for the tender process to explain the key project goals, outcomes, drivers and requirements. The brief sets the targets.

A PEP is more of a detail tool used within the client and professional team to further explain the project goals but also strategy to achieve these. Including processes, responsibilities and policies to be followed. The PEP explains how targets are to be achieved

Question 19

What is a critical success factor?

Answer 19

The key factors the project will be judged upon. The key project drivers typically cost, quality and programme

Question 20

How did the PEP help manage quality and coordination?

Answer 20

It set out a clear process to report progress and quality sign off that was understood by all parties.

Workmanship & qulaity specifcation within the contract

Question 21

What advice would you give a client on the consequences of not having a robust project brief?

Answer 21

• Risk of scope creep
• Hard to track project goals
• Design unable to meet time/cost/quality requirements
• Cost plan inaccurate
• Overall delays to programme and increased costs (abortive design)

Question 22

How does a project brief differ to a business case?

Answer 22

• Project brief: document outlining the client’s requirements; detailed enough to appoint consultants; developed further with benefit of consultant’s comments
• Business case: provides the rationale behind the initiation of a new building project necessary to enable decision-making bodies to reach a reasoned decision

Question 23

How would you collate the opposing views of stakeholders into one project brief?

Answer 23

• Set up a workshop to review opposing views
• Understand stakeholders’ influence by assessing their relative power/interest
• Views to be assessed in relation to this
• Refer decision to Project Board or a Senior Officer or responsible person who could deliberate on points of disagreement (as set out in the PEP)

Question 24

What should be included in a Project Brief - Spatial requirements?

Answer 24

• Schedules of accommodation
• Schedules of users
• Required adjacencies / groupings / separations
• Circulation guidelines
• Phasing

Question 25

What is a feasibility study and how does it fit with a project brief?

Answer 25

- Usually undertaken in RIBA 1 - Verify whether a site can accommodate a client’s needs - Test a particular aspect of the brief, allowing the brief to be honed as required - Feasible options should be appraised at this stage - Preferred option identified to inform the business case