Project Team
Question:
Discuss about the A Systems Approach To Planning Of Project Management.
The following paper outlines the project quality plan for Project 4 Blue Mountains TAFE located at the WSI Blue Mountains College, Parke St, Blue Mountains, NSW. It entails details on the project team, the quality standards and quality policies to be implemented. The quality procedures, document control and inspections are outlined in this document as well.
The NSW Department of Commerce through the Perumal Pedavoli Architects are coming up with a new facility for Beauty Therapy and Complementary Health Classrooms and Offices. The project is located at the WSI Blue Mountains College, Parke St, Blue Mountains in NSW. The project quality management is to be planned and executed in the most efficient manner possible as outlined in this document.
The quality team shall consist of the following people who will undertake the activities stated below.
|
Name |
Organization responsibility |
Quality Responsibility |
|
Michael Joseph |
Project Manager |
Quality mentoring & coaching |
|
Steven McMillan |
Team Lead |
Quality audits |
The following policies are to act as a guidance for the project partners to ensure that the output from the work is acceptable in reference to the relevant standards. By use of deliberate quality assurance measures, the standards required for the project can be met, the procedures of executing work can also be improved and defects in the construction process corrected.[1]
The aim of this quality plan is to ensure that the project meets all the approved specifications.
The issues to be considered here are as follows;
The project shall be conducted according the contract documents between the client and the contractor.
All deliverables of the project shall be presented to the project stakeholders for approval as per the delivery schedule. The deliverables here include hardware, test results and documents.
The method of work execution shall be consistent in accordance to the set procedures, policies and regulations as stipulated in the codes of practice with no major deviation from the same
Periodic monitoring and measuring of the quality of work procedures and outcomes shall be conducted to ensure highest performance and continuous improvement of the procedures
The procedures used in the project shall be subject to quality assurance
The activities revolving around quality assurance shall be followed such as quality reviews and audits.
A quality procedure register shall be kept with the project manager. The project manager shall ensure that all activities listed in the procedure register are used to run the project. The procedure register used for this project are documented in the following sections.
The quality plan will be audited once in a month. The entire operation need not be audited but the most recent activity could be audited instead. The audit might involve going to the field and ascertaining that the work was completed to the specifications of the project, verifying that the inspections and test reports were populated according to the standards.
|
Procedure |
Procedure Description |
|
Project Management Plan |
To manage the project such that the end result is the achieving of success. The scope of solutions and responsibilities of parties involved are outline here in the project management plan. |
|
Management of Defects |
This is an activity that involves the following; · To record and assign severity of defects. · To evaluate and analyze defects and assign resources to them · To note down resolution and track the implementation process |
|
Defect Register |
This document is used throughout the life of the project to track the defects discovered in the project |
|
Status Report |
· To evaluate the performance of the project according to agreed indicators, in the agreed frequency. · To facilitate the project control and decision-making processes |
|
Work Schedule |
· To manage the work in conformance to the release strategy as captured in the master plan. · To stipulate the schedule baseline for the project |
|
Completion Report |
· Use to assess the project in relation to the assessment criteria · To inform the member of the project team, stakeholders and client on the completion of the project. |
|
Implementation Plan |
· Used to plan how the work will be implemented. · To evaluate the quantities required for a particular project to implement the system. |
This is an activity that is used to ensure that there is a reasonable balance the cost of the project and high quality. The specifications that are performance based are more encouraged in comparison to product based ones in order to achieve cost control. If there be any substantial changes in original scope of the project, the piece of work can be bid separately to avoid a monopolistic change order. Cost control is divided into prevention costs, appraisal costs, internal and external failure costs.[2]
Quality Policies and Standards
Prevention costs are incurred to evade quality issues and they include design, implementation and maintenance costs. Appraisal costs are related to the measurement and monitoring of quality related activities. Internal and external failure costs are incurred to remedy defects discovered within the organization and by the clients respectively. Waste, scrap and reworks are part of the internal failure costs. Repair, complaints and warranty claims are part of the external failure costs.
These are a raft of documents that are used for reporting and monitoring the progress of the project. These documents are outlined below;
This is a registry of all the modifications that the client has requested in the project period. These requests are put in writing and approved by the contractor before commencement of the work. The client variation register will include the variation cost, the time change arising from the variation and the change in the contract sum.
Just like the client variation register, the subcontractor register is a log of variations that have been requested by the subcontractor in a project. These variations are presented to the main contractor for approval before commencement of any work. The subcontractor register also includes the variation costs, the time change that arises from the variation.
The site instruction register is a log of all the instructions that have been issued for purposes of efficient and up to standard execution of the work. A site instruction manual is filled in triplicate and a copy kept at the site as evidence of the instructions having been given. The instructions come from the project manager, the architect or any other stakeholder of the project who is licenced to be giving such instructions. The site instruction register is used to keep track of pertinent details. It is used by the lead engineer, the construction manager and the resident engineer to confirm approvals.
This is a log of all the RFIs that have ever been raised in a particular project. These requests are generally raised for purposes of clarity in the contract documents for information that was not conclusive at the time of signing the contract.
This is an electronic copy of the construction program which details the elements of a construction sequence. It is a log that shows the construction program number, the date that it was received, the details of the program such as the revision number and file name, and when the programs was deemed suitable for implementation.[3]
This is a registry of information that is usually kept with the quality assurance and control department of a site. The register has therein all the incidences when the contractor failed to meet the requirements of the project. If there be any discrepancy about the quality of workmanship, the same shall be documented in this registry.
Extension of time for a contract is usually requested by the contractor to cushion him against unforeseen delays caused by events that are not entirely the contractor’s fault. EOT might arise from the employer’s act of delay or variations that arise during the lifetime of a project. The EOT notification is given to the employer and the same recorded in a registry for purposes of filing.
Quality Procedures
Construction projects usually involve the issuing of several documents which ought to be efficiently managed. The documentation for each project is liable to become public record. The files are also kept efficiently to prevent them from getting lost. A rule of thumb is to file the documents as soon as they are created. Use of labels to divide tasks and binders for relevant tab.
ITPs are a program of inspection and testing of materials. This program shall be handed to the engineer for approval before commencement of work. The contractor also has to prepare the required reporting formats and job procedure for each activity for purposes of approval before commencing on the job activity.
The following procedures are to be implemented in this project. The achievements of quality are to be tracked by the quality assurance and control team relating to progress of activities and financial implementation of the same.
The starting date of the project is the beginning of the implementation of the project as approved in the application form of the tender. It is necessary to mobilize the project team, define the audit trail to be used and the method of communication to be implemented.
The decision making structure of the project shall oversee the activities such as strategic planning, coordination, monitoring, evaluation and achieving of results. An audit trail system shall ensure that there are a transparent, credible and traceable expenditures for the project. An audit trail checklist is used to ensure that no mistakes are made before the submission of the progress report.[4]
Project monitoring is achieved via an established procedure that documents the project milestones as well as the expenditure of the project. Through a steering committee, which is composed of the project partners’ representatives, the monitoring of the project can be achieved. It is this committee that populates the project progress reports and takes necessary action in the event of changes in the project.
All costs that are necessary to carry out a project are deemed as eligible costs and are incurred during the implementation of the project. Such costs are deemed eligible if they were actually paid during the period of eligibility of the project, if they were reasonable and justified, if they were identifiable and verifiable and if they were in compliance with the requirements of applicable tax and relevant legislation.
References
[1] The impact of contractors’ attributes on construction project success: A post construction evaluation by Jaman I Alzahrani and Margaret W Emsley. Journal article in International Journal of Project Management vol 31.2 pages 313-322. Elsevier 2013.
2 Project management: a systems approach to planning, scheduling, and controlling by Harold R Kerzner. A book published by John Wiley & Sons, 2017.
3 Quality management for organizational excellence by David L Goetsch and Stanley B Davis. A book published by pearson Upper Saddle River, NJ in 2014.
4 Project management: a systems approach to planning, scheduling, and controlling by Harold R Kerzner. A book published by John Wiley & Sons, 2017.
[1] The impact of contractors’ attributes on construction project success: A post construction evaluation by Jaman I Alzahrani and Margaret W Emsley. Journal article in International Journal of Project Management vol 31.2 pages 313-322. Elsevier 2013.
[2] Project management: a systems approach to planning, scheduling, and controlling by Harold R Kerzner. A book published by John Wiley & Sons, 2017.
[3] Quality management for organizational excellence by David L Goetsch and Stanley B Davis. A book published by pearson Upper Saddle River, NJ in 2014.
[4] Project management: a systems approach to planning, scheduling, and controlling by Harold R Kerzner. A book published by John Wiley & Sons, 2017.
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