OPS: OWNER PROCESS SITE
WHY BROADDUS & ASSOCIATES
Our staff members have an average of 23 years of industry experience. Our clients find the experience invaluable when they engage us to provide consultation and guidance to their development of processes and procedures.
ARCHITECT/ENGINEER SELECTION PROCESS Page 1 of 10
AE 1 PD/PM Reviews, Modifies and Schedule, Budget, Confirms Scope, Sc and Organization C Chart with Core Team
AE 1 - PD/PM Reviews, Modifies and Confirms Scope, Schedule, Budget, and O Chart with Core Team The Project Director/Project Manager (PD/PM) shall initiate the A/E Selection confirming the key elements necessary to develop a Request for Qualifications (R professional design services. Most of these documents may have been develop Project Initiation Process, and may be included in the Executive Summary. T elements include, but are not limited to: x
x x
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Organization Chart. The PD/PM shall prepare the project organization chart participants, including the Selection Committee, Core Team and Execu Committee. The project organization chart shall all be reviewed with the Execu CP&M for final approval by Core Team. Project Description, Design Guidelines, and Scope cope of Work should be clearly clea ar understood by all parties. Schedule. At this phase, a detailed critical path network schedule is not necess nece ess the schedule should be sufficiently detailed to provide the A/E firms with an a indicate key milestones including: Design start, schematic design, det d de construction documents, construction manager procurement (for preconstruct preconstru uc construction start, substantial completion, final completion, ompletion, and tenant occupanc occupa an Budget. It is important for the selected A/E firm to understand the budget, sin since nc be contractually liable to provide a design solution tion within the budget. Key ele e budget to be shared with the A/E firm include: Construction Cost Limit (CCL), (CCL L), may not include contingencies or allowances. Pre-Design Report(s). If Pre-Design Reports (or traffic studies, wind tunne tunn ne evaluation studies, etc.) have been developed that hat are relevant to the project, project referenced and/or included in the Executive Summary. mmary.
The PD/PM shall provide all of the above information mation to the Core Team fo approval. Reference Documents Sample Executive Summary Sample Project Organization Chart
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AE 2 PD/PM & SCM Convenes Selection Committee to Review RFQ Procedures, Prepare RFQ & Establishes Evaluation Matrix
ure AE 2 - PD/PM & SCM Convene Selection Committee to Review RFQ Procedure RFQ & Establish Evaluation Matrix
Step 1 – Selection Committee Confirms Selection Process & Procedures nC The PD/PM, in conjunction with the SCM, shall convene the appointed Selection oc pre-RFQ preparation meeting to review the standard RFQ documents and proce documents include the RFQ, the process and procedures to be used to evaluate th w submissions, and the evaluation matrix. Sample documents are provided below ir u The PD/PM may distribute a copy of these documents to the Committee for their process. on x SCM shall remind all Selection Committee members that during the selection pr shall refrain from answering questions, going to lunch, or meeting with repre firms under evaluation. r x The Selection Committee shall discuss the process that will be used to checkk re spread the responsibility among committee members. Step 2 – Prepare the RFQ PM With the information obtained from the pre-RFQ preparation meeting, the PD/PM Qu the RFQ starting with the latest standard version of the Request for Qua Architect/Engineer and its attachments. The document(s) shall be edited to ssu requirements as follows:
WHY?
WHO?
WHAT?
Why create an online policies and procedures site?
Who are the users of online policies and procedures sites?
What does an online policies and procedures site include?
• • • • • • • • • • •
• • • • • • •
• Detailed policy or procedure statement • Clearly defined work-flow • Relevant templates • Defini ons • Implementa on procedures • Policy authority • Access to Help • Complete edit capability
Ease of access Increased Accuracy Cost-Effec veness Reduced Wasted Time Fewer Errors Consistent Answers Increased Responsiveness Adaptability Accountability Expedited Decision-Making Clearly Defined Authority
Administrators End-Users Project Managers Administra ve Personnel Stakeholders Approved vendors and consultants Individuals who need to understand “the rules” • New employees • Staff trainers • Decision Makers
ACCURATE AND CURRENT down to extensive detail, including POLICIES AND PROCEDURES BRING the ability to download the VALUE TO AN ORGANIZATION per nent forms, checklists or documents of any kind. They enable new employees to “hit the ground running” on a new EVEN IF WE AGREE TO UPDATE project. With clear and concise OUR POLICIES AND PROCEDURES, step-by-step instruc ons, new staff WON’T THEY BECOME OUTDATED members can perform with a BY THE TIME WE GET THEM greatly reduced learning curve. PRINTED OUT?
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Money is saved by ensuring that Managers and Administrators are using their me wisely by idenfying decision-making authority at the lowest appropriate level. Detailed policies and procedures can be quickly referenced by all users to understand what can and cannot be allowed within a process, as well as their role.
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BUT WHO WANTS THE JOB OF CREATING OR UPDATING THEIR POLICIES AND PROCEDURES AND DEALINGWITH DEAL WITH THE THE INTERNAL POLITICS? Although most organiza ons see the value in doing this, it is o en neglected because it is quite me consuming and there is always something “more important”.
As part of our consul ng services, Broaddus & Associates develops policies and procedures to our clients’ specifica ons. The end client’s product is a summary view of processes and the ability to drill
Electronic policies and procedures manuals enable the data to be readily accessible, accurate, and cost-effec ve – no more prin ng of manuals and constant updates. In addi on, they enable the staff to find consistent answers, since they all see the same clearly defined levels of authority, decision-making processes, and accountability. HOW MUCH DOES THE SOFTWARE COST AND HOW LONG WILL IT TAKE TO LEARN? Broaddus & Associates has developed a proprietary so ware custom-designed for policies and procedures manuals called Owner Process Site (OPS). This “electronic manual” is created by Broaddus & Associates, but once completed, the so ware and data are bundled on a CD to be installed on the client’s server by the client’s IT staff and further managed by the client. Access to the site is limited to users with assigned passwords and with restricted levels of access.
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The reality is, once it is completed, it will help all team members to accomplish the “more important” tasks more quickly, efficiently and accurately.
Everything seems to be moving faster and faster. Chances are, you will want to change something before you even finish the update. So, how do you keep it current? By making it electronic.
ABOUT BROADDUS & ASSOCIATES OUR EXPERIENCE We at Broaddus & Associates believe in improving the project process through innova on and pre-project planning. As part of our consul ng services, Broaddus & Associates has recognized the importance of providing guidance to our clients’ development of process and procedures. We know from experience the value that accurate and current policies and procedures bring to an organiza on. We also understand how quickly they can become out-of-date if a proac ve policy coordina on effort is not in place. For that reason, we have developed a two-pronged approach to serve our clients: first, assist them in developing or upda ng their policies and procedures, and second, provide them with a vehicle that enables them to update their policies and procedures easily.
Our role in development of process and procedures has included the development of project life-cycle processes, wri ng of procurement documents and contracts, establishment of vendor contract nego a on guidelines, and defini on of Best Prac ces, among others. OUR SOFTWARE As program managers and past owners, we understand the importance of clear communica on with all team members, including in-house staff, for the success of a project. This understanding, combined with our belief in innova on and our vision, led us to develop our proprietary web-based procedures manual so ware, Owner Process Site (OPS). The recently completed Version 2.0 of this so ware allows us to make process and procedures manuals available electronically.
OUR SERVICE Our team comprises individuals who not only have project management experience, but also have very broad industry experience. Our team members have served as owners, managers and consultants. This background gives us a depth of understanding that allows our team to provide our clients with a unique perspec ve and invaluable insight when developing or upda ng their policies and procedures.
Headquarters: 1301 South Capital of Texas Hwy. Suite A-302 Austin, TX 78746 (800) 786-8689 www.BroaddusAssociates.com
There are numerous advantages to OPS. It requires no reproduc on; users simply log on to view the manual. And because this is a web-based so ware, it can not only be accessed from anywhere in the world, but it requires no so ware installa on on the viewing computer. But most importantly, it allows all members to use the most accurate documents and templates available. This is an invaluable asset when you consider that some users might be execu ng modified or shortened contracts with vendors that increase the owner’s risk and exposure.
Office Locations: Arlington (DFW), TX Brownsville, TX College Station, TX Gulfport, MS Houston, TX Lubbock, TX McAllen, TX Ocean Springs, MS San Antonio, TX Washington, DC