Project Administration

Question 1

What is a PEP? What is the contents?

Answer 1

Project Execution Plan - ‘Handbook’ for the project. Ensures that client’s objectives as identified in the strategic brief are carried through to reality. Outlines the project, stakeholders, requirements, business case, contract and procurement route, design team consultants required, contract preferred, programme, risk assessment, planning, how changes should be dealt with, how dashboard reports, action trackers should be used, meeting requirements, how to contact each other, project directory, cost plan/budget outlines, evaluation methods usually produced by PM but should be used by design team

Question 2

Why is it important to keep an audit trail?

Answer 2

It can put a stop to disputes happening. It can prove that decisions were made or actions should have been undertaken. Useful in EOT claims, disagreements over variations etc.

Question 3

What do you understand about the planning process?

Answer 3

It is a legal process to obtain planning permission and used to decide whether proposed developments should be allowed to go ahead. National planning policy is set out in the National Planning Policy Framework. Planning applications can be detailed or outline. Outline can be used to find out whether a proposed development is acceptable to the LPA before substantial costs are incurred developing a detailed design. It allows submission of outline proposals, the details of which may be agreed as reserved matters later. Detailed planning applications submit all the details of the proposed development at the same time.
A detailed planning application needs to include location plan, site plan, D&A statement.
Permissions may be subject to planning obligations (i.e. section 106 agreements) which are used to mitigate or compensate for negative impacts of development that might otherwise make them unacceptable. Generally construction of the development must begin within three years of the application being approved. There is also a Community Infrastructure Levy is a charge that local authorities can set o new development in order to raise funds to help fund the infrastructure, facilities and services, such as schools.
Permissions might come with conditions. Planning conditions are imposed on a grant of planning permission or a condition included in a local development order. These conditions might require additional approvals for specific aspects of the development such as colour of materials or it might restrict site use (hours of operating or noisy works).

Question 4

What is change control?

Answer 4

The process through which all requests to change the approved baseline of a project are captured, evaluated and then approved, rejected or deferred.

Question 5

What is the effect of an EAI?

Answer 5

Instructs the contractor to comply with an action. It is a change to the contract and needs to be adhered to without being refused.

Question 6

How do you ensure you are communicating with the team and your clients effectively?

Answer 6

Treat everyone with respect. Find out how people want to be communicated and how frequently. Ensure communication methods and lines of communication are set out in the PEP.

Question 7

What are the principles of contractual legislative and statutory requirements of projects:

Answer 7

• Statutory obligations do not arise out of contract but are imposed by law
• It is important that contracts and appointment documents make it clear whose responsibility it is to satisfy statutory obligations and who is bearing the risk of failure to satisfy a statutory obligation. E.g. a D&B project, the contractor may be required to prepare and submit a planning application, but the client may accept the risk that planning permission will not be granted.
• Building regulations
• Party Wall Act
• The Planning Act
• The Localism Act
• The Planning and Compulsory Purchase Act
• The Town and Country Planning Order
• Health and Safety – CDM regs, Management of health and safety at work regulation, work at height regs, COSHH, Noise, vibrations, asbestos, RIDDOR
• Environmental - Pollution, EPC, Waste, Wildlife, Contamination
• Noise
• Traffic
• DDA, bribery, insurance, equal opportunities

Question 8

What is your understanding of the principles of document control requirements and information management systems:

Answer 8

• The document control procedure and record control procedure are usually the first of the size mandatory procedures to be initiated when implementing ISO 9001 quality management system.
• A robust document control process invariably lies at the heart of any compliant quality management system because almost every aspect of auditing and compliance verification is determined through the scrutiny of documented evidence.
• Documents are information which will evolve over times as new information supersedes old. Documents are active and dynamic.
• Records are static. They state results of activities undertaken in accordance with the product realisation, measurement, analysis and improvement processes.
• A suitable document control procedure must be implemented to define the controls needed to approve, review, update, identify changes, identify revision status and provide access.
• IMS is the general term for software designed to facilitate the storage, organisation and retrival of information.

Question 9

what administrative processes and management reporting do you use in your role?

Answer 9

• PM is responsible for reporting regularly
• Monthly reports
• Changes to the risk register
• Value engineering
• Updates to the PEP
• Project handover requirements
• Next stage plan
• Cost plan review
• Changes
• Appointment updates
• Planning updates
• Progress

Question 10

What are some PM processes?

Answer 10

• Monitoring
• Control
• Communication
• People management

Question 11

What PM phases will you experience throughout a project?

Answer 11

• Initiation
• Requirements
• Planning
• Execution
• Closure

Question 12

What is PI insurance?

Answer 12

• Provides insurance cover against claims of negligence.
• It is widely used where professional services are being provided to a developer or contractor, and will provide insurance up to a specified insured sum where negligence is provided to have been committed on the part of the service provider.
• Usually written on a ‘claims made’ basis, where the negligent act causing the claim occurs within the policy period.

Question 13

What are appointment documents?

Answer 13

client contracts for designers and other consultants.

Question 14

What are collateral warranties?

Answer 14

• Agreements which are associated with another primary contract. They provide for a duty of care to be extended by one of the contracting parties to a third party who is not party to the original contract.
• They create direct contractual relationships between parties that would not otherwise exist.
• Architect may need to provide CW or contractor may need to get CW’s from certain sub-contractors.

Question 15

What are the administrative processes required for project control, management and reporting?

Answer 15

• Contract admin
• Change Control
• Risk Management
• Reporting
• Minute taking
• Drawdown process

Question 16

What key take aways did you have from the RICS guidance note?

Answer 16

From the contract administration guidance note I learnt who a contract administrator is - which involves managing the contract between the employer and building contractor. The role of the CA commences when the building contract is in place. The CA is responsible for administering the contract. It states that the decision making function should always be impartial. The CA will carry out tasks such as giving instructions, determining EOTs, authorizing interim payments, certifying completion. Both the client and the contractor is able to challenge the CA’s decision making.

Question 17

What are the benefits of project reporting.

Answer 17

The benefits to project reporting are:

1. Tracking - current project to the original plan
2. Identifies risks - allowing you to spot risks early and manage appropriately
3. Cost management - allow you to view expenditure clearly
4. Visibility - gives full insight of how the project is performing good or bad.
5. Control - reporting puts you in control.
6. learning - lessons learnt
7. Drives project success

Question 18

What H&S statutory requirements are you aware of?

Answer 18

Construction (Design and Management) Regs 2015

Control of substances hazardous to health

Reporting of injuries, diseases, dangerous occurrences 1995

Health and Safety At Work etc Act 1974

Question 19

Name some of the building regulations approved documents.

Answer 19

Part A - Structure
Part B - Fire Safety
Part K - Protection from failing, collision and impact. 
Part l - Conservation of fuel and power
Part M - Access to and use of buildings.

Question 20

What are building regulations.

Answer 20

Building regulations are minimum standards for design, construction and alterations to virtually every building. The regulations are developed by the UK gov and approved by parliament. Governed by the Building Regulations 2010 which cover the construction and extension of buildings and these regulations are supported by approved documents.

Question 21

What are approved documents.

Answer 21

Approved Documents set out detailed practical guidance on compliance with the building regulations.

Question 22

Which approved documents are you aware of?

Answer 22

Part M - Access to and use of buildings.

Part L - Conservation of fuel and power

Question 23

What is S106?

Answer 23

A Section 106 of the Town and Country Planning Act 1990 is a legal agreement between an applicant seeking planning permission and the local planning authority, which is used to mitigate the impact of your development on the local community and infrastructure. It is a mechanism which make a development proposal acceptable in planning terms, that would not otherwise be acceptable. Often referred to as ‘developers contributions’ along with highway contributions and community infrastructure levy. S106 should be focused on addressing the broader impacts of developments. S106 or planning obligations are used for three purposes;

1. Prescribe the nature of development i.e. giving a portion of housing to affordable.
2. compensate for loss or damage i.e. loss of green space.
3. Mitigate a development’s impact i.e. through increased public transport.

Question 24

What is a pre-application?

Answer 24

Pre-application advice is provided by planning officers employed by the council which outlines how likely they are to determine any subsequent planning application and any changes that are likely to be needed, if any, to give the scheme the best chance of being granted planning permission. Pre-app engagement offers significant potential to improve both the efficiency and effectiveness of the planning application system and improve the quality of planning applications and their likelihood of success.

Question 25

What are the stages of planning?

Answer 25

1. A planning application is submitted to the local planning authority either by outline application then submitting reserved matters or by a full application. 2. The planning authority publicizes the application. 3. The public has a few weeks to comment on the application. 4. The decision is made on the application, usually within eight weeks of being submitted. 5. Many applications are approved but if refused, the application may appeal against the decision to the Secretary of State. 6. Permission may be granted or may be granted with conditions.

Question 26

How do you track progress of h&s, planning and building regulations?

Answer 26

H&S: 1. Review PD reports, check with contractor that all items have been addressed and obtain written confirmation. 2. Review myself on site. Planning: 1. Liaise with planning officer 2. Review conditions tracker regularly Building Reg: 1. Liaise with Approved Inspector 2. Review building control tracker and issue to consultants to see what areas can be progressed. 3. Ensure final certificate is obtained. 4. Ensure regular liaison is happening between the contractor and AI and regular site inspections are taking place. All to be on Agenda for progress meetings and reported in monthly reports to the client.

Question 27

How is change managed?

Answer 27

1. Follow a robust change management procedure which will be outlined in the PEP. 2. Raise the RFC when the request comes in, details should come from the originator. 3. Await feedback from the contractor in terms of costs and programme implications. 4. Review this with the QS and design team. 5. Issue to the client with a recommendation. 6. Instruct if authorised to do so.

Question 28

How do you proceed if a change is accepted by your client?

Answer 28

1. issue an instruction either by EAI or CAI. 2. Update the tracker. 3. Ensure the change is implement. 4. Ensure the cost is picked up by the QS.

Question 29

What high level information does a dashboard contain?

Answer 29

1. Top/ high/ current risks 2. High level programme 3. High level cost information 4. Summary of progress.

Question 30

What are reserved matters?

Answer 30

- Approval of reserved matters is required following the granting of an outline application. - A reserved matters application sets out outstanding details of the proposal including access arrangements, siting, design and landscaping, while taking into account any conditions that have been given in the original outline consent. - These comprise siting, design, external appearance, means of access and landscaping.

Question 31

What are the DDA regulations?

Answer 31

- Access issues have become increasing relevant withe the advent of the disability discrimination Act 1995 and increasing public awareness of the relevance of accessibility. - The DDA is a major piece of legislation aimed at addressing the discrimination that many disabled people face. - Two of the main areas covered by the act concern discrimination in employment and access to goods,services and facilities. - They apply to service providers.

Question 32

What is an outline planning application?

Answer 32

Applications for outline planing permission seek to establish whether the scale and nature of a proposed development would be acceptable to the local planning authority before a fully detailed proposal is put forwards. The application will have fewer details about the proposal. If granted, you will need to ask for approval of details before work can start in the form of reserved matters.

Question 33

What are planning conditions?

Answer 33

A condition imposed on a grant of planning permission in accordance with the town and country planning Act. Rather than refusing a planning application, a LA might grant permission with conditions. These conditions might require additional approvals for specific aspects of the development such as colour of materials or meeting a certain BREEAM rating or might restrict the use of the site with operating hours and noisy work hours.

Question 34

What is CIL?

Answer 34

Community infrastructure levy is a charge that the LA can choose to impose on new developments to fund local infrastructure. Charities and social housing developments may be exempt.

Question 35

What is Part M of the Approved Documents?

Answer 35

Access to an use of buildings: 1. Provides information about the ease of access to, and use of, buildings, including facilities for disabled visitors or occupants, and the ability to move through a building easily including to toilets and bathrooms. 2. Guidance on the use of ramps and steps is covered to provide ease of access, with information including safe degrees of pitch and dimensions when building a wheelchair accessible facility. 3. The construction of accessible stairs and corridors is also addressed, including the safe height of stairs and the accessible width of both corridors and stairs.

Question 36

What is Part L of the Approved Documents?

Answer 36

Conservation of fuel and power guidance provided includes insulation regulations, boiler productivity, lighting, and storage techniques for hot water. Further information covered includes fixed standards for carbon index ratings, solar emissions, heating and ventilation systems, space heating controls and air conditioning systems.

Question 37

What is ISO 9001?

Answer 37

* Quality management system * International organisation of Standardization * Carry out internal and external audits to ensure consistency e.g. all staff using consistent file tree and audit checklists.

Question 38

What is ISO 14001?

Answer 38

• IS0 14001 – Environmental Management

Question 39

What is a document control system?

Answer 39

* Ensuring there is a clear record of docs. Filed in a consistent manner (ISO 9001) * The format of the docs are important. Written forms/emails and the distribution * Clear audit trail

Question 40

What is the purpose of ISO 9001?

Answer 40

* Quality Management system * Organise processes * Improve efficiency * Continual improvement

Question 41

What does a ‘clear audit trail’ look like?

Answer 41

* Documents filed in a consistent manner * Written approval of any instructions/approvals * Clear minutes and reports capturing conversations * Evidence of appointment * If there is an issue, you can reference with ease to mitigate disputes

Question 42

What is a communication strategy?

Answer 42

* Can be found in the project execution plan * Lines of communication e.g. who needs to be informed, consulted, key party stakeholders. * Can be a RACI matrix e.g. Responsible, Accountable, Consulted, Informed

Question 43

What is information management? Give an example of where you have used this.

Answer 43

• Communication strategy • PEP • Outlined reporting structure • Set up a matrix of reports/meetings - The collection, storage, dissemination, archiving, destruction and reporting. - Information must be clear, relevant, timely and accurate.

Question 44

What does a CAI/EAI include?

Answer 44

* Date * Cost * Issue number * Address * ‘no impact to programme’

Question 45

What are the different types of insurance?

Answer 45

* PII – for providers of professional services. Cover proven negligence. * Contractors all risk – ‘contractors work insurance’ cost of unforeseen damage to building works, plant, public liability for period of instruction * Employers liability – employee gets injured or becomes ill. * Public liability – contractors to cover third parties such as members of the public or subcontractors.

Question 46

What are third party rights?

Answer 46

Rights for a party not privy to the contract e.g. Landlord could be named as having 3rd party rights. Third party rights act Person outside contract can enforce.