Guide to Construction Project Management

Understanding Construction Project Management

Definition and Stakeholders

Construction project management is the process of overseeing and administering construction projects. The core responsibilities of a project manager are to communicate the goals, monitor job quality, adhere to project schedule, ensure budget compliance, execute, and ensure job safety.

Stakeholders: Client, Project Manager, Contractors, Architects, Engineers, Interior Designers

Best Practices and Tips for Effective Project Management

Communication

To ensure effective collaboration among the various stakeholders in a construction project it is important to have productive communication. It is key to ensure that all applicable members are included in email updates, especially if the progress report requires any changes to the original plan so that all members have documented knowledge of the change.

Setting Clear Goals and Objectives

OAC (Owner-Architect-Contractor) meetings are principal in having a smooth project as it enables face-to-face contact with key stakeholders to go over goals and make sure that certain objectives are being hit.

Progress Monitoring, Planning, and Scheduling

Technology has played a significant role in collaborating with individuals. Procore is a construction software that tracks the projects process from pre-construction to closeout. Smartsheet and ghant charts are tools that helps in both documenting and sharing a project’s lifecycle. These software’s ensure that the project is on pace and stays within the budget.

Phases of Construction Project Management

Pre-Construction Phase

1. Review work letter and project scope with Owner.
2. Obtain Owner’s approval of design professionals, e.g., architects, interior designers, and engineers.
3. Execute agreements with selected design professionals, e.g., architects, interior designers, and engineers.
4. Facilitate development of final space plan approved by Owner.
5. Facilitate development of construction documents
6. With the Building Architect and Engineers determine impact of construction drawings on building systems and resolve any issues
7. Obtain Owner’s approval of construction documents.
8. Help obtain construction permits.
9. Process Architect’s and Engineer’s invoices for payment insuring reasonableness of amounts and compliance to agreement.

Construction Phase

1. Complete bid packages and send RFP’s to General Contractors
2. Analyze responses from General Contractors and select with approval of Owner.
3. Organize and facilitate a pre-construction meeting with General Contractors and conduct a job site walkthrough of the space.
4. Coordinate periodic site meetings with Contractors to proactively address construction issues and maintain meeting notes.
5. Monitor performance, quality of work, and adherence to project schedule of Contractor and Design Team; implement corrective action as needed.
6. Monitor contractor’s adherence to building rules and regulations.
7. Request and approve change orders with Contractor and Owner
8. Process General Contractor’s payment applications and Change Orders for payment ensuring reasonableness of amounts and compliance to agreement.
9. Ensure timely responses to Contractor’s RFIs by Design Team and manufactures
10. Ensure contractor certificate of insurance requirements are met

Post-Construction Phase

1. Conduct final walk-through of space or property with General Contractor and Owner to prepare punch list; assure that the punch list items are complete and satisfactory.
2. Obtain complete close-out documents, preventative maintenance instructions, warranties, and as-built drawings including all Final Releases of Liens waivers from the General Contractors and Sub-Contractors prior to final payments.

Key Components of Successful Project Management

Budget and Cost Management

To manage budget overruns and ensure cost control throughout the project there are value engineer (VE) work scopes that can be placed. This means that all project designs are looked at through a cost-savings lens that does not override quality or functionality. For example, getting a name brand item versus off brand for half the price. Engaging in trades during the design phase can also provide an efficient approach to avoid later costly changes. With that said, eliminating any scopes while preparing for future expansions will help in removing anything nonessential and provide a basis for any future additions. When sourcing materials in bulk it can serve as a cost management tool because there are usually discounts on high volume items, and it ensures that there are plenty of supplies for the project eliminating the risk of delay. It is always important to be prepared for the unexpected. Having a contingency budget is principal because it allows for there to be financial ease in covering unexpected expenses.

Risk Management

There will be risks associated in every construction project. However, with every problem comes a solution. Below are examples of risks that may occur with mitigation strategies:

1. Permit Timing
   1. Mitigation: Engaging a design professional familiar with local and state codes and using a permit expeditor can ensure your project timeline is met.
2. Prices of Material – Purchasing additional material can impact the project budget as prices increase.
   1. Mitigation: By ordering materials at the front end of the job it can provide assurance that there is (1) enough supply for the project and (2) protects against any delays waiting for products to arrive.
3. Inspectors/Plan Review – Relying on a public inspection can lead to prolonged delays.
   1. Mitigation: Use a private inspector and plan reviews to accelerate the process and reduce any delays.

Quality Management

To maintain high-quality standards during construction, the use of reliable contractors and suppliers is important. By having dependable contractors and suppliers it can guarantee that the job gets done with the best quality and assurance.

If you have any questions, or need a Construction Project Manager, reach out to Paul Thomas at pwt@naihallmark.com.