Project Management Manual - Facilities Planning & Development
Project Management ManualApril 2012Office of Design & Construction Management
Photo on cover courtesy of KU University RelationsSource: The University of Kansas, Office of University Relations. David F. McKinney, photographer.Sincere efforts have been made to ensure the accuracy of the information contained within thisdocument. Errors should be brought to the attention of:The Office of Design and Construction ManagementThe University of KansasCarruth O’Leary Hall, 1141246 West Campus RoadLawrence, KS 66045-7505Phone: 785.864.3431http://www.dcm.ku.edu The University of Kansas, 2012
Project Management ManualApril 2012Office of Design & Construction ManagementThe University of KansasLawrence, KansasBernadette Gray-LittleChancellorJeffrey S. VitterProvostDiane GoddardVice Provost for Administration & FinanceBarry SwansonAssociate Vice Provost for OperationsJames E. ModigDirector, Office of Design & Construction ManagementUniversity Architect
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TABLE OF CONTENTS1INTRODUCTIONTable of ContentsExecutive SummaryMissionProject Summary Flow Chartiii - v1.11.21.32OFFICE OF DCMAbout DCMDCM ServicesDCM Organizational ChartThe DCM TeamStaff Contacts2.12.22.32.42.93PROJECT TEAMThe Project TeamDCM LeadershipThe ClientKU Administrative Review & ApprovalsProject Team DiagramThe Office of the ChancellorThe Office of the ProvostKU EndowmentAffiliated CorporationsState Agencies and GovernanceLocal GovernmentThe Design and Construction GroupOther KU Departmental Support & 0DCM Project Management Manualv
4CAPITAL PLANNING PROCESSIntroductionThe Capital Projects CouncilCapital Planning & Space ManagementCapital Planning Advisory CommitteeProcess SummaryCategory A Review ProcessPhase One Assessment DiagramPhase Two Assessment DiagramSubmittals for RequestsLevels of StudyLarge Capital Project Approval ProcessCapital Planning Diagram4.14.14.14.24.24.34.54.64.74.74.94.115SMALL CAPITAL PROJECTSOverviewProcess SummaryFeasibility Study DiagramProject Initiation DiagramSmall Capital Funding ProcessFunding Approval DiagramDesign Process OverviewDesign Phase DiagramBidding and Construction OptionsConstruction PhaseConstruction Phase DiagramSmall Cap Project Management CM Project Management Manualvi
TABLE OF CONTENTSLARGE CAPITAL PROJECTSOverviewProcess SummaryProcess Summary ChartProject InitiationDesign Process OverviewDesign Phase DiagramBidding and Construction OptionsConstruction PhaseConstruction Phase DiagramLarge Cap Project Management T CLOSE-OUTProject Close-OutProject Close-Out Diagram77.17.3PROCESS FLOW CHARTSSmall Capital ProjectsLarge Capital ProjectsAA.1A.2DCM Project Management ManualviiREFERENCE LIST OF DOCUMENTSBGLOSSARYC
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INTRODUCTION1EXECUTIVE SUMMARYThe Office of Design and Construction Management (DCM) has been assigned by TheUniversity of Kansas administration and the Kansas Secretary of Administration theresponsibility for oversight of all design and construction projects under management authorityof the Lawrence campus. All KU departments and affiliates are required to submit projectrequests for DCM to provide feasibility studies, design services or consultant oversight, codecompliance, construction management and required approvals for campus development projects.The DCM Project Management Manual illustrates our commitment to providing excellence inproject delivery to our University clients. The manual has been developed in collaboration withover 50 entities within the KU community and will serve as a communication tool to provide abetter understanding of the project delivery process and the services that the Office of Designand Construction Management provides. The manual will also serve as a guide for DCM’sProject Managers (PM) to deliver projects with systematic best practice policies and procedures.Currently, there are over 140 possible variations to the project delivery process based upon thepotential cost of the project, funding types, and design and construction procurement options.This document helps to organize and streamline these processes based upon the type of fundingand the estimated construction cost of the project.The manual describes a standardized process for each of the five phases of project delivery --project initiation, funding, design, construction, and close out --- including required approvalsand deliverables, a project management checklist, applicable forms and templates, and graphicrepresentations of the processes.Quality control procedures have been identified. The quality controls are risk managementtools that will help DCM ensure adherence to project budgets, scopes of work, schedules, andprocurement regulations. We endeavor at all times to be good stewards of the University’sassets and resources.It is DCM’s intent to post updates periodically. Visit www.dcm.ku.edu for the latest version ofthe manual and associated forms.Office of Design and Construction ManagementJames E. Modig, DirectorDCM Project Management ManualChapter 1 - Introduction1.1
INTRODUCTION1MissionThe Office of Design & Construction Management strives to support and enhance theenvironment for teaching, research, and support facilities at the University of Kansasby delivering buildings and other campus infrastructure that are functional, aestheticallyappropriate, cost-effective, sustainable, compatible with the University’s mission andpolicies, and inspiring.Core ValuesThe KU Office of Design & Construction Management strives to embody the following corevalues in every project and every interaction with our clients, partners, and all members of theUniversity that we serve: Health and Safety: Public health, safety and welfare are of paramount importance in allthat we do. Life safety is the most critical component of any project we manage involvingoccupancy. We look for opportunities to optimize life safety features, accessibility, andhealthful, sustainable environments in our projects. Integrity: Our work must comply with building codes and other applicable requirements.Our conduct is consistent with the rules and code of ethics of our professions. Our wordsand actions engender trust because we deliver on commitments. Quality: The projects we deliver meet or exceed customer needs and expectations.Buildings, building systems and infrastructure function properly and are aestheticallyappropriate. The University is better positioned to attract students, researchers andprofessors due to the excellent spaces and environments we create. Customer Service: We routinely deliver projects on time and within budget; whenthis is not possible, we make every effort to minimize schedule and cost overruns. Wetreat our clients, partners and all members of the University with respect and a helpfulattitude. We’re open to suggestions for improvement and we continuously strive toimprove our services.The University of KansasOffice of Design and Construction Management1246 West Campus Rd, Room 114Lawrence, KS 66045Phone (785.864.3431)Website: (http://www.dcm.ku.edu)DCM Project Management ManualChapter 1 - Introduction1.2
Process Summary for Design & Construction Management (DCM) ProjectsCOMPLETIONSTARTPROJECT INITIATIONFEASIBILITY STUDY SERVICESASSESSMENT/PROGRAM DOCUMENTSFUNDINGAPPROVAL OF PROJECTDCM DETERMINES PROCESS FOR SERVICESDESIGNCONSTRUCTIONDESIGN SERVICESCONSTRUCTION SERVICESProjects exceeding 500,000 are submitted by the KU client group to CPSMfor the CPC review process. CPAC and DCM may assist in preparing the requiredassessments. Once approved, the project is submitted to DCM.For approved projects from the CPC process and/or new project requestsfor projects under 500k, the project is submitted to DCM from review ofappropriateness and assignment of a DCM Project Manager to coordinate thepreparation of a Planning/Programming Study (if over 500k) or a FeasibilityStudy (if under 500k).The project requestor receives the Feasibilty Study or Program fromthe Project Manager and proceeds to determine source of fundingfor the project and aquires all university required approvals. Therequestor submits the (PPMR) form to DCM with funding sourceidentified and approved.DCM reviews the funding sources and then determines (based onfederal, state, university, and funding regulations) which processthe project will follow for design and construction services.The funding dictates how the design services will be procured(assigned or advertised) and what state and university approvalsare required prior to procuring the services.Based on funding source and type of project, the most expeditedmethod of procuring design services is initiated.Based on funding source and type of project, the most expeditedmethod of procuring construction services is initiated.Study ServiceProvidersFundingSourcesProcessOptionsDesign ServiceOptionsConstructionOptionsDCMFeasibility Study Includes Budget & TimelineLimit: 750,000 Est. Construction Cost - Arch. Services 500,000 Est. Construction Cost - MEP Services 1,000,000 on Union and Athletic FundsOn-Call ConsultantsDCM selects state approved firms - 3 yr contracts for programming,cost estimating, scheduling and design services.Consultant ProcurementFund type dictates method to acquire servicesMax 5,000 if contracted directly with university fundsNo limit if advertised with private fundsNon-State FundsGiftNon-State Funds(includes funds other than taxpayer generated funding)Non-State (Affiliated Corporation Funds - ACF)Grant/BondKU Center for Research (KUCR)OperatingKansas Memorial UnionsOperatingKansas Athletics (and Bonds)Process:The State Educational Institution Project DeliveryConstruction Procurement Act process (KSA 76-7,125 et seq.)through the Office of DCM and KU Purchasing.Non-State (University Accounts)Funds 87-796 (Approx. 130 Comptroller’s Non-State funds)Fund 99 Tuition Enhancement Funds (TE) for Improvementsto ClassroomsFund 180 University Interest Funds (UI) for DeferredMaintenanceFund 700 Restricted Fee Income (RF)Non-State (Federal Accounts)Fund 711Federal Family Education Funds (SGF)Fund 712Federal - Other AgenciesFund 715Federal ARRA ProjectsFund 716Federal Fiscal Stabilization - ARRAFund 717Federal Restricted FEES ProjectsGrant/Bond KU Center for Research (KUCR)State FundsProcess:State mandated process through the Office ofFacilities and Property Management (OFPM) in the Kansas Dept. ofAdministration. *Note: if any state funds are involved within theproject, the OFPM process applies.On - Call Consultant (State/Non-State Funds)Design Firms Under 3 yr Contract with StateLimit: 750,000 Est. Construction Cost - Arch Services 500,000 Est. Construction Cost - MEP ServicesConsultant (Non-State Funds)Advertised through DCM/KU PurchasingDesign Firms Submit Qualifications StatementsIf Short Listed - Interviewed and Selected by CommitteeNo dollar limit on servicesKU Facilities Services (State/Non-State Funds)Projects - Remodels, Dollar Limit Under 750,000 (Typ)Job Order Contracting (State/Non-State Funds)Projects - Remodels, No Dollar LimitOn - Call (State/Non-State Funds)Projects - Remodels, Dollar Limit Under 250,000Alternate Bid - Affiliated Corps. (Non-State Funds) 1,000,000 Limit on Union/Athletics, No Limit on KUCRAlternate Project Delivery (Non-State Funds)Projects - Any, No Dollar Limit(CM @ Risk)Consultant (Non-State Funds)Advertised through OFPM/State PurchasingDesign Firms Submit Qualifications StatementsIf Short Listed - Interviewed and Selected by CommitteeNo dollar limit on servicesNegotiated Procurement (State/Non-State Funds)Projects - Typ. Building System, No Dollar LimitDesign Build (State/Non-State Funds) (CM @ Risk)Design/Construction Management Firms Submit QualificationsStatement to Applicable Procurement Committee (committeedependent upon state or non-state funds)Short Listed - Submit Proposal - Interviewed and Selected byApplicable Negotiating Committee (committee dependent uponstate or non-state funds)No dollar limit on servicesAlternative Project Delivery - OFPMProjects - Any, No Dollar Limit(CM @ Risk) (State Funds)Competitive Bid (Non-State Funds)Projects - Any, No Dollar LimitCompetitive Bid - OFPM (State Funds)Projects - Any, No Dollar LimitOFPMKansas Division of Facilities Management in Topeka, KS(Typically not used)Fund 003Fund 30-37Fund 185Fund 190Approvals Required Prior to Feasibility StudyApprovals Required Prior to Start of Design ServicesApprovals Required During Design PhaseApprovals Required During Bidding and Construction Phase· KU DCM Director· KU Requestor 500,000 Projects (State and Non-State)· KU Requestor· Funding Source Identified· KU Capitol Planning Advisory Committee· KU Chief Business/Financial Planning Officer· Kansas Board of Regents staff approval(under 500k for RR)(under 750k for Cap. Impr.) 500,000 Projects (State and Non-State)· KU Requestor· KU Purchasing (Only Non-State)· KU Chief Business/Financial Planning Officer· KU Chancellor· State Fire Marshall· State Division of Facilities Management· State Secretary of Administration 500,000 Projects (State and Non-State)· KU Requestor· KU Purchasing (Only Non-State)· KU Chief Business/Financial Planning Officer· KU Chancellor· State Division of Facilities Management· State Secretary of Administration 500,000 Projects (State and Non-State)· KU Requestor· Funding source identified· KU Program Committee· KU Provost· KU Chief Business/Financial Planning Officer· KU Chancellor/CPC Process·· Kansas Board of Regents full review and approval ( 750k)· State Governor and Legislature (only state funds) and State JointCommittee on State Building Construction 500,000 Projects (State and Non-State)· KU Requestor· KU Purchasing (Only Non-State)· KU Building Committee· KU DCM Director· KU Capital Planning Advisory Committee· KU Vice Provost of Admin./Finance· KU Provost· KU Chief Business/Financial Planning Officer· KU Ch
The Offi ce of Design & Construction Management strives to support and enhance the environment for teaching, research, and support facilities at the University of Kansas by delivering buildings and other campus infrastructure that are functional, aesthetically
Project Issue Management Process Project Issue Management Process Template, version 1.0 (03.15.12) ii 1 Introduction The Project Issue Management Process is followed during the Execution phase of the Project Management Life Cycle throughout the project; however, issues may be identified at any stage of the project life cycle.File Size: 258KBPage Count: 8People also search forissue management processcontemporary issue management:contemporary issue management: quizletdefine opportunity management processacquisitions the issue management proces asana project management templates
A Guide to the Project Management Body of Knowledge (PMBOK Guide) - Fifth Edition 61 3 3 - PROJECT MANAGEMENT PROCESSES Table 3-1. Project Management Process Group and Knowledge Area Mapping 4. Project Integration Management 5. Project Scope Management 5.2 Collect 6. Project Time Management 6.4 Estimate 7. Project Cost Management 8. Project .
Project Risk Management A project planning enables project manager to translate project requirement into Work breakdown structure (WBS), tasks list, Gantt charts, resource assignment and risk register, etc. Once project charter is approved, the project is formally initiated. Project planning activity can begin
1.3 Purpose of Planning 1-2 1.4 Project Planning Metrics 1-3 1.5 Planning Cycle 1-4 1.6 Levels of Planning 1-5 1.7 Monitoring and Controlling a Project 1-7 2 CREATING A PROJECT PLAN 2-1 2.1 Understanding Planning and Scheduling Software 2-1 2.2 Understanding your Project 2-2 2.3 Level 1 – Planning Without Resources 2-3
IV. PMO Project Management Lifecycle (Refer to attachment 2 - OIT PMO Project Management Lifecycle) The Project Management Process governs the project life-cycle which is comprised of the following five phases: 1. Project Initiating phase 2. Project Planning phase 3. Project Funding phase 4. Project Executing phase 5. Project Closing phase
FACILITIES PLANNING AND DESIGN UNIT MANUAL Table of Contents Vision Mission Organization Chart Introduction Acronyms Chapter I - Project Delivery Process Section 1 - Project Process Description Section 2 - Standard Project Delivery Section 3 - Capital Project Process Section 4 - Project Flow Chart Section 5 - Educational Impact Statement Part I, Part II, Part III
The project planning matrix is a flexible tool and must be used to meet the needs of the planners. The manual shows how the project planning matrix can be used at each of the following stages of the common project cycle. These are: Stage One: Project identification, Stage Two: Project planning and review, Stage Three: Project .
The Contractor shall deliver and employ system design and management planning tools, which may include: release and maintenance management planning, data conversion/management planning, test support planning, organization and user management planning, and training management planning. Performance Standards/AQLs a.
