CONSTRUCTION PROJECT MANAGEMENT

What is a Project?

A Project is "a unique endeavour to produce a set of deliverables (Buildings, structures in Construction) within clearly specified time, cost and quality constraints".

Projects are different from standard business operational activities as they:

• Are Unique in nature. Every project undertaken is different from the last, whereas operational activities often involve undertaking repetitive (identical) processes.

• Have a defined Timescale. Projects have a clearly specified start and end date whith in which the deliverables must be produced to meet a specified customer requirement.

• Have an approved Budget. Projects are allocated level of financial expenditure with in which the deliverables must be produced to meet a specified customer requirement.
• Have limited Resources. At the start of a project an agreed amount of labour, equipment and materials is allocated to the project.
• Involve an element of Risk. Projects entail a level of uncertainty and therefore carry business risk.

What is a Project Management?

Project Management is the application of knowledge, skills, tools and management processes required to undertake a Project successfully.

Project Management comprises:

• A set of Skills: Specialist knowledge, skills and experience are required to reduce the level of risk within a project and thereby enhance its success level.
• A suite of Tools: Various types of tools like planning software, modelling software, audit checklists, document templates, registers and review forms are used by Project Managers to improve their chances of success.
• A series of Processes: Various management techniques and processes are required to monitor and control time, cost, quality and scope on the projects. Eg. Time management, Cost management, quality management, safety management, risk management, etc.

Construction Project Management

Construction projects covers entire dwellings, office buildings, Stores, Commercial, Govt., public, industrial, Schools, Hospitals and utility buildings, civil engineering infrastructures such as Roads, railways, bridges, tunnels, airports, harbours, irrigation systems, Power sector, sewage systems, pipelines and sports facilities and so on. The Construction Industry is essential for the growth of the economy of the country.

Construction Project Management is the art and science of managing all aspects of the Project to achieve the project objectives within the specified time, budgeted cost, and predefined quality specifications.

Why Project Management is essential for Construction Projects?

Construction Projects have unique features:

• One time Activity - it must be performed correctly the first time every time
• Complexity - It is multidisciplinary because it involves a set of interrelated tasks to be done by specialists
• High cost and time for execution
• High risk of failure
• Difficulty in defining quality standards
• Uniqueness of people relationship
• Feedback mechanism
• Lack of experience of client or owner
• Untrained workforce
• 

Project Management is essentially about managing a project from an idea through to completion. The general goal of a construction project is - building a project on time, within budget, with the stated quality standards and in a safe environment. 

Project management aims to achieve the stated goals of the project leading to completed facility, by virtue of Planning, Executing, Controlling time, funds and human and technical resources. 

• The Planning essentially consists of setting objectives, identifying resources and forming strategy

• Executing consists of allocation of resources, guiding Execution, coordinating efforts and motivating the staff

• Controlling consists of measuring achievement goals, reporting and resolving problems

The Planning, Executing and Controlling are performed on a continuous basis till the goals of the project are realized.

CONSTRUCTION PROJECT LIFE CYCLE

A standard construction project has following five major life cycle phases:

(Image : shutterstock)

1. INITIATION

We have to create and evaluate the project in order to determine if it is feasible and if it should be undertaken, at the beginning of the project. A feasibility study is conducted to examine whether each option clearly identifies the project objective and a final recommended solution is determined. Many questions related to the issues of feasibility i.e. “can we do the project?” and justification like “should we do the project?” are mentioned and faced. When a solution is approved, a project is initiated to implement the approved solution. For this, a project manager is appointed. 

At this stage, the major deliverables and the participating work groups are identified. This is the time when the project team begins to take shape. Approval is then required by the project manager to move onto the detailed planning phase.

2. PLANNING

Planning is the key to the successful management of a Project.

Once the scope of the project has been defined in the terms of reference, the Project enters the detailed planning phase. This involves :

• Project Plan (outlining the activities, tasks, dependencies and time frames)
• Resource Plan (listing the labour, equipment and materials required)
• Financial Plan (identifying the labour, equipment and material costs)
• Quality Plan (providing quality targets, assurance and control measures)
• Risk Plan (highlighting potential risks and actions taken to mitigate them)
• Acceptance Plan (listing the criteria to be met to gain customer acceptance)
• Communications Plan (listing the information needed to inform stakeholders)
• Procurement Plan (identifying products to be sourced from external suppliers)

At this point, the Project has been planned in detail and is ready to be executed.

3. EXECUTION

This is the implementation phase, where the project plan is put into motion and the work of the project is performed practically on site. It is essential to maintain control and communicate as needed during each implementation stages. Progress should be continuously monitored and appropriate adjustments are made and recorded as variances from the original plan. A project manager is the one who spends most of the time in this step. 

Throughout the project implementation, people carry out the tasks, and progress information is being reported through regular project team meetings. The project manager uses this information to preserve control over the direction of the project by comparing the progress reports with the project plan to measure the performance of the project activities. If any deviation is found from the already defined plan corrective measures are made. 

A successful implementation stage is characterized by:

• A well-developed team
• Allocation of resources
• Task assignments
• Implementation of Project management plans
• Status meetings
• Updated project schedule
• Tracking systems in place
• Modification of project plans

4. PERFORMANCE AND MONITORING

This stage is all related to the measurement of progress and performance to make sure that items are tracking with the project management scheduling. This phase regularly happens at the same time as the execution phase.

The best tools to use at this stage are KPIs or Key Performance Indicators. Here are examples of KPIs.

• Effort and Cost Tracking—determines if the budget is on track

• Project Performance—monitors the changes and unforeseen challenges

• Quality Deliverables—determines if certain task deliverables have been fulfilled

• Project Objectives—determines whether the project goals and schedule are met 

5.CLOSING

During the final closure, the importance is on providing the final deliverables to the customer, that is:

• Handing over project documentation to the business
• Termination of supplier contracts
• Releasing project resources
• Communicate the closure of the project to all stakeholders.
• Last and final is to conduct lessons-learned studies to examine what went well and what didn’t.

This type of analysis would make the knowledge of experience to be transferred back to the project organization, which will help future project teams.

Construction Project Management Operating Environments

CONSTRUCTION - Specific Project management Skills

Construction Project Management skills are:

• Project management Knowledge Competency
• Technology and Resources management skills
• General management knowledge and Strategic skills
• Environment management proficiency
• Leadership and interpersonal skills

In the fast-changing technology, Construction Project Management skills upgradation, both at individual and corporate levels, is a continuous process.

Project management Knowledge Competency:  10 knowledge areas for managing projects as per PMBOK by PM Institute are:

• Introduction to Project Management
• Project Integration Management
• Project Scope management

1. Project Time schedule Management
2. Project Resources Management
3. Project Cost management
4. Project Quality management
5. Project Contract management
6. Project HR management
7. Project Communication Management
8. Project Risk Management
9. Project Procurement management
10. Project Stakeholders management

Project Manager Attributes

The desirable attributes of a Project manager are:

• Attitude: An open positive 'can do' attitude

• Common sense: An ability to see things as they really are and to pick sensible, effective, straight forward solutions

• Open mindedness: Being open to new ideas, practices and methods

• Adaptability: an ability to anticipate and adapt to changes

• Inventiveness: An ability to discover innovative strategies and solutions

• Prudent risk taker: A willingness and ability to identify, understand and manage the risks

• Fairness: A fair and open attitude, which respects all human values

• Commitment: A very strong overriding commitment to the project's success, user satisfaction and project team working

Above all, Commitment to Project's Success!

Management Levels in Construction