Level 2 - Project Process and Procedures

Question 1

Explain the role of a Project Manager.

Answer 1

• Responsible for driving the successful completion of a project providing a link between the employer and the building contract, design team and other consultants.
• Usually appointed at Stage 0: Strategic Definition or Stage 1: Preparation and Brief and is involved in all further stages of the project to ensure that the project is delivered on time, within budget and to the desired quality.

Question 2

Explain the role of a Contract Administrator.

Answer 2

The Contract Administrator is appointed by an employer to administer the contract between the employer and the contractor impartially.
Under the contract the CA will be responsible for issuing:

• Chairing meeting and inspecting the works
• Issuing Instructions
• Issuing Payment Certificates
• Determining claims from the contractor for Extensions of Time and Loss and Expense
• Practical Completion
• Making Good Defects Certificate
• Agreeing Adjusted contract Sum and issuing Final Certificate (Payment)

Question 3

Explain the role of an Employers Agent.

Answer 3

The Employer’s Agent has a dual role acting impartially when making decisions regarding contract administration and also acts on behalf of the client whereas a Contract Administrator would have no link to the client, only the contract.

The term Employer’s Agent is only used in the JCT Design & Build contract, other JCT contracts refer to the Contract Administrator.

Question 4

What is a PEP and what should be included in it?

Answer 4

A document that sets out how the project will be run, including decision making processes and lines of communication.
	Brief
	Scope
	Programme
	Project Directory
	Governance
	Procurement Strategy
	Risk Management
	Change Management
	Value Management & Engineering
	Quality Management
	Project Audit
	Commissioning and handover

Question 5

What is the difference between Value Engineering and Value Management?

Answer 5

Value Management is conducted in the initial stages of a project to define in detail what value means to the client and set out how this will be achieved.

Value Engineering is the process of reducing cost without affecting function or quality when a project has gone over budget.

Value Management (VM) – RIBA Stage 0 and 1

• Defining what value means to the client during the briefing process e.g. quality of finishes or improved functionality etc. viewing the project as a whole.
• Setting objectives and options appraisals allows identification of how value can be maximised.
• Understanding what aspects of the brief can and cannot be changed.
Value Engineering (VE) - RIBA Stage 2, 3 & 4
• Process of reducing cost without affecting function or quality when a project has gone over budget.
• Achieving the best value design in line with the strategic objectives identified in the Value Management process.
• Value engineering focuses on space, elements and components and is commonly defined as an organised approach to providing the necessary functions at the lowest cost and at a specified quality.

Question 6

What change management procedures do you put in place on a project?

Answer 6

The change management procedure was incorporated in the Project Execution Plan which included the Change Request Form (CRF). A change can be raised by any member of the project team or client. The originator will complete a CRF and issue this to the project team.

The PM will review the design team’s responses on whether the proposed change will affect cost, time or quality and if the change is necessary. If it is the PM will approve the change to be detailed by relevant members of the project team or contractor.

Once all impacts and benefits of the change have been assessed and included in the CRF the PM will then present this to the client explaining the change in relation to their key objectives, for it to be approved or rejected.

Question 7

What quality management processes did you include in your project?

Answer 7

The section of the PEP set out who was responsible for delivering outputs, listing the contributors and who was responsible for reviewing the outputs to ensure their quality.

ISO 9001 is the internationally recognised standard for the quality management of businesses.

Aims of a Quality Management Plan to define:

• Deliverables.
• Resources responsible for producing and providing deliverables.
• Criteria against which each deliverable will be reviewed.
• Resources responsible for reviewing each deliverable.
• Recipients of each deliverable.
• Process by which deliverables are reviewed and signed off.

Deliverables include:
•	Cost Plan
•	Procurement Strategy
•	Risk Management Strategy
•	RIBA Milestone Design Team Reports

Question 8

What is whole life costing?

Answer 8

• Take into account costs to procure, construct, operate, maintain and dispose of a building.
• Can be a better means of assessing value for money than just the construction costs.

Question 9

How do you control documentation on a project and within your company?

Answer 9

RICS Guidance Note - Electronic Document Management

Within my company each job is assigned a:

• Job code and name which is used on all documentation and file names.
• Project mailbox – to save all email correspondence
• Project Folder – to save all information, electronic and hard copy folder for important documents.

On a project I recommend to my client that file sharing systems such as 4projects are used.

Question 10

How do you manage the management reporting system on a project?

Answer 10

In the PEP I set out the monthly reporting template that details the input that will be required from each consultant at the end of each month which I collate into a project report. During the construction phase the contractor will also provide monthly reports.

Question 11

What is project governance?

Answer 11

Is the management framework detailing how decisions are made. This is in relation to the processes and responsibilities of the client to approve the project at each RIBA stage and sign off changes.

Question 12

What is an organisation structure?

Answer 12

A diagram which shows the roles of the project members and the lines of communication. This can also show contractual relationships.