The Project Quality Review Process (PQRP)

Transcription

1 The Project Quality Review Process (PQRP) Aims Introduction Continuous improvement Learning for the next project Timely identification of issues and resolution during the project process Affirmation of initial aspirations, continual review and redirection Improved communication Project ownership The University and particularly Estates Services is encouraging continuous learning from capital projects whereby issues identified during the project process are addressed in a timely manner before project completion, and the benefits of lessons learned are passed on to other projects. The aim is to foster a culture of continued review and problem resolution, and constructive feedback within the project teams and amongst the client representatives, consultants and contractors who work within it, with the intention of improving the efficiency and effectiveness of the delivery process, therefore ensuring the high quality of the resulting project. The PQRP is a whole life project process of evaluating the design and construction of new buildings, and the refurbishment of existing buildings whilst actively involving a wide group of people who have responsibility for delivering the project, who will occupy the resulting construction or have some form of responsibility for the building. The process involves four key stages, Pre-Project Initiation (PPI), Pre-Construction Review (PCR), Post Project Evaluation (PPE) and Post Occupancy Evaluation (POE). Each stage is equally valuable and to be afforded equal focus and effort. The Project Quality Review Process is primarily concerned with reviewing and improving delivery by undertaking continual: Process Evaluations Operational and Functional Reviews Technical and Performance Reviews The emphasis at each stage evolves throughout the project. At the start of a project the PQRP is primarily concerned with reviewing, and if applicable adopting, lessons learnt from previous projects including both problems encountered (and their mitigation) and project successes. Additionally, at the start of a project, the focus is one of developing and agreeing the brief and aspirations and conveying this to the team. As the project evolves the emphasis evolves to one of recording lessons learnt for the benefit of others and to one of checking the brief and aspirations are being met, to finally verifying the functional and technical performance against the original brief. The start of the project sees the building of a team and adoption of best practice from lessons learnt with regards to process. This then evolves through stage review of team performance to a final review of team performance and onward communication of any lessons learnt.

2 Consistent throughout the process is a continual review and improvement cycle, whereby the project is continually reviewed against original aspirations and the team reviewed for performance in order that any unjustifiable deviations or problems may be addressed in a timely manner ensuring quality is maintained or improved. Methodology The PQRP provides a tool to assess the design quality of buildings and the project process, adopting lessons learnt, identifying problems and resolving them and passing lessons on to subsequent projects. The process follows a clear structure that is linked to RIBA stages of a building project, as well as OCG gateways and other processes including the KPI and benchmarking exercises. At each stage there is a questionnaire gathering of data and a workshop where issues are discussed and actions agreed. Each stage will produce a formal report detailing the findings of the review and the agreed action plan to ensure problems are addressed or project successes implemented. In addition the information gathered at each stage will form part of the output, including copies of presentations given and the findings of the surveys. The output of each stage also evolves throughout the project. At the start of a project the output will focus on the aspirations and brief as well as the lessons to be adopted from other projects both good and bad. As the project evolves the output will record progress against the original aspirations and brief and detail problems highlighted by the surveys and workshops and the plans for resolution. The output of the final stage will formally record achievements against the original brief and lessons learnt on the project, both good and bad for subsequent projects. The final output takes the form of a case study detailing the project, benchmarking and lessons learnt. The Teams The PQRP requires a team who will see the project and process through from the initial stages to post occupation. A PQRP team takes ownership of the project, and as well as professional membership requirements, certain members have other key roles such as the end user representatives who have key role in communicating aspects of the project through to their departments and encouraging participation in the Post Occupancy Evaluation. The following teams have been designated for PQRP purposes: The represents those that are responsible for determining requirements and aspirations and those that will use the building or be affected by it and will have responsibilities for the building function, operation, maintenance or safety. This will also involve Stakeholders who have an active interest in the project as a result of their requirements to discharge their own responsibilities. The Project Team represents those who are responsible for the design, construction and delivery of the building.

3 The teams are made up of the following team members: Membership Project Manager Chairman, Senior Academic or Principal Investigator Department Facilities Manager End User Representatives Area Safety Officer Disability Advisory Service Equality & Diversity Unit Insurance Office Estates Services Asset and Space Management Estates Services Direct Labour Organisation Estates Services Director of Capital Projects and Property Maintenance Estates Services Electrical Maintenance Manager Estates Services Estates Strategy Manager Estates Services Facilities Manager Estates Services Head of Capital Projects Estates Services Head of Conservation Estates Services Mechanical Maintenance Manager Estates Services Project Support Officers Estates Services Sustainability Manager Safety Office Telecommunications & Data VAT Office PSG Membership Project Team Membership Project Manager Architect Cost Consultant Structural Engineer Mechanical Engineer Electrical Engineer Civil Engineer Sustainability Engineer Fire Engineer Landscape Architect Ecologist Security Advisor BREEAM Advisor Planning Consultant CDM Coordinator Acoustic Consultant Members as appropriate Further Participants and Contributors Main Contractor (at PCR, PPE & POE stages) Principal Subcontractors (at PCR, PPE & POE stages) Further Participants and Contributors End Users and Occupants (at POE stage) Ownership and Facilitation Each stage is owned by the Project Manager or the Head of Capital Projects. The workshop is facilitated by the Project Manager for the first two stages (PPI and PCR), as these are primarily learning stages. The Director of Capital Projects and Property Maintenance or the Head of Capital Projects will facilitate for the final two stages (PPE and POE) as these are primarily review stages and must remain objective and independent, although an external facilitator may be appropriate in some cases. The information gathered will primarily be available to the University and participants in the project. Stages in Summary There are the following four stages to the PQRP: Pre-Project Initiation Pre-Construction Review Post Project Evaluation Post Occupancy Evaluation

4 Pre-Project Initiation Owner Project Manager Associated Process Stages Facilitator Project Manager KPI Process - Setting of KPIs by PSG Participants Project Team Benchmarks - review and setting of benchmarks RIBA Stage B or C PSG Members OCG gateway 2 or 3A Stakeholders Invited Sustainability Aspirations Map Obtain an understanding of the Client's business Review and application of lessons learnt from previous project case studies Setting of project quality objectives and aspirations Pre-review Preparation Review and gather case studies and Project Quality Review Process output from other projects Review of Project Quality Review Process database Completion of PPI questionnaire by, Project Team, PSG members and Stakeholders Collation and graphical representation of questionnaire responses Set up review meeting/workshop, invite participants and issue agenda Facilitator indentifies relevant issues and lessons learnt for discussion at review meeting/workshop Client, Project Team and Project Manager prepare presentations Review Activities Presentation from Client detailing business operations, aspirations and goals Presentation of brief by Project Team (Architect or Project Manager) Presentation of questionnaire findings Assessment of questionnaire findings against project brief, identification of issues and actions to be implemented Review and identification of lessons to be applied from previous project case studies Detailing and recording of actions to be incorporated into design and process stages document detailing lessons adopted, actions needed to ensure lessons are incorporated into design and project process, decisions made and action plans Results of questionnaire Feedback on Project Quality Review Process Copies of all presentations given

5 Pre-Construction Review Owner Project Manager Associated Process Stages Facilitator Project Manager KPI Process - KPI survey Participants Project Team Benchmarks - benchmark review RIBA Stages D to J PSG Members OCG gateway 4 to 5 Main Contractor Sustainability Aspirations Map Stakeholders Reaffirm understanding of the Client's business for contractor benefit Review and application of lessons learnt from previous project case studies Review previous PPI output for this project Identification of areas where delivery has worked well to date and where it has not Investigate causes of these outcomes and set up actions to ensure mitigation of negative situations in future projects and repeat successes (continuous improvement) Review of questionnaire objectives and aspirations Pre-review preparation Review and gather case studies and Quality Review Process output from other projects Review of Project Quality Review Process database Completion of PCR questionnaire by Client and Project Teams Collation and graphical representation of questionnaire responses Set up review meeting/workshop, invite participants and issue agenda Facilitator indentifies relevant issues and lessons learnt for discussion at review meeting/workshop Review activity Presentation from Client detailing business operations, aspirations and goals Presentation of brief by Project Team (Architect or Project Manager) Presentation of questionnaire findings Assessment of questionnaire findings against project brief, identification of issues and actions to be implemented Review and identification of lessons to be applied from previous project case studies Detailing and recording of actions to be incorporated into design and process stages document detailing lessons adopted, actions needed to ensure lessons are incorporated into design and project process, decisions made and action plans Results of questionnaire Feedback on Project Quality Review Process Copies of all presentations given

6 Post-Project Evaluation Owner Head of Capital Projects Associated Process Stages Facilitator Head of Capital Projects KPI Process - KPI survey or External Facilitator Benchmarks - benchmark review Participants Project Team RIBA Stage K OCG gateway 6 PSG Members Main Contractor Stakeholders Review process and delivery to date Identification of areas where delivery worked well and where it did not Review of functional and technical performance of the building, has aspirational brief been met? Investigate causes of these outcomes and set up actions to ensure mitigation of negative situations in future projects and repeat successes (continuous improvement) Pre-review preparation Completion of PPE questionnaire by Completion of PPE questionnaire by Project Team Collation and graphical representation of questionnaire responses Set up review meeting/workshop, invite participants and issue agenda Facilitator indentifies relevant issues and lessons learnt for discussion at review meeting/workshop Review activity Note, agenda subject to modification depending on project. Presentation of questionnaire findings Assessment of questionnaire findings Review and identification of lessons to be applied to future projects Review and identification of problems and identification of solutions and ownership document detailing lessons learnt and project successes, actions needed to ensure lessons are incorporated into or replicated in future projects, action plan for resolution of problems and responsibility Results of questionnaires Feedback on Project Quality Review Process Copies of all presentations given

7 Post-Occupancy Evaluation Owner Head of Capital Projects Associated Process Stages Facilitator Head of Capital Projects KPI Process - KPI survey or External Facilitator Benchmarks - benchmark review Participants Project Team RIBA Stage L OCG gateway n/a PSG Members Stakeholders Review process and delivery to date Identification of areas where delivery worked well and where it did not Review of functional and technical performance of the building, has aspirational brief been met? Investigate causes of these outcomes and set up actions to ensure mitigation of negative situations in future projects and repeat successes (continuous improvement) Review of strategic performance of the building (key stakeholder interviews) Pre-review preparation Completion of POE questionnaire by and End Users Completion of POE questionnaire by Project Team Collation and graphical representation of questionnaire responses Set up review meeting/workshop, invite participants and issue agenda Facilitator indentifies relevant issues and lessons learnt for discussion at review meeting/workshop Review activity Note, agenda subject to modification depending on project. Presentation of questionnaire findings Assessment of questionnaire findings Review and identification of lessons to be applied to future projects Review and identification of problems and identification of solutions document detailing lessons learnt and project successes, actions needed to ensure lessons are incorporated into or replicated in future projects, action plan for resolution of problems and responsibility Case study Results of questionnaires Feedback on Project Quality Review Process Copies of all presentations given

8 Estates Services Project Quality Review Process Participants Inputs PPI PCR PPE POE Review of lessons learnt Setting of objectives and aspirations Understanding Client s business Project Team PPI questionnaire Client business presentation PM/Lead Consultant brief presentation Previous project outputs and case studies Review and application of lessons learnt Review of process and delivery to date Adoption of common objectives and aspirations Contractor understanding of Client s business Project Team Contractor Project PPI output PCR questionnaires Client business presentation PM/Lead Consultant brief presentation Previous project outputs and case studies Review and application of lessons learnt Review of process and delivery to date Review of technical performance (against aspirations and objectives) Project Team Contractor PPE questionnaires Lead Consultant project and brief presentation Review of process and delivery to date Review of technical performance (against objectives) Review of functional performance (against aspirations and objectives) Limited Project Team End Users POE questionnaires Lead Consultant project and brief presentation Owner Project Manager Project Manager Head of Capital Projects Head of Capital Projects/External Facilitator s Full briefing of team Lessons to take forward for repeating or avoidance Lessons to be applied to other projects Resolution of problems Project review Full briefing of team Lessons to take forward for repeating or avoidance Resolution of problems Lessons to be applied to other projects Resolution of problems Project review Case study Obtaining information Returning information Applying lessons learnt Developing brief and requirements Reviewing and providing lessons for others Checking operational, technical and functional performance against brief Building team and understanding aspirations Reviewing team performance