Project Management Project 2

PROJECT MANAGEMENT MGT60704 Project 2 : Final Project Management Report Documentation of a medium size building Johor Bahru City Lobby Name : Cheong Yen Sin Student ID : 0328050 Tutor : Ar. Sateerah

Table of of Contents Content Table 1.0 Introduction

5.0 Project Procurement & Resources Planning

1.1 Project Brief

5.1 Procurement method

1.2 Programme objectives

5.2 Procurement suitability

1.3 Project Objectives

5.3 Resources Planning

1.4 Project Goals 1.5 Project Client 1.6 Internal Stakeholder 1.7 External Stakeholder 1.8 Project Organisation Structure

6.0 Risk Management & Planning 6.1 Risk IdentiďŹ cation & Analysis

7.0 Project Deliverables

2.0 Site Analysis

7.1 Success Criteria

2.1 Site Introduction

7.2 Work Breakdown Structure

2.2 SWOT Analysis

7.3 Gantt Chart

2.3 PESTLE Analysis

3.0 Design Suitability 3.1 Design Intention

4.0 Design Viability 4.1 Schedule of Accommodation

8.0 Conclusion 8.1 Conclusion

1.0 Introduction 1.1 Project Brief This project is a socio-cultural centre that located at Johor Bahru City, Malaysia, which is also called as a “City Lobby”. This client is looking for a centre that provide public platform for the people to have a wide range of activities. As in Johor Bahru there is this weak component that is the socio-cultural aspect, which relates to having a platform for public interaction extending beyond lifestyle centre where it is more of a people to product rather than people to people interactions. So, this “City Lobby” is a place to encourage positives engagement between the public that involved all different age groups to define and create their own activities. The client wants to have a combination of urban park and socio-cultural centre to fulfill the lackness of greeneries in the site.

1.3 Project Objectives ● ● ● ● ● ●

To fully deliver client’s needs and fulfil the requirement within given time frame and budget.

To come out with a good design and quality within the budget.

To minimize any potential risk and provide best resolve strategy to avoid any loss during the construction period.

To utilise the resources efficiently to prevent any wastage or extra cost.

To ensure the safety of construction site to avoid accidents throughout the construction process.

To motivate and improve the relationship of the team to increased the working efficiency.

1.2 Programme Objectives ● ●

● ● ● ●

To introduce, promote and emphasize the identity of Johor Bahru to the visitors.

To showcase the existing essence of this site from the cultural events, public activities or recreational programme.

To provide a public gathering point that offers various needs for the public while exploring the city.

To act as an information centre for the visitors to know more about the history and culture.

To allow people to stamp their own identity leading to personalization of the space and the place.

To connect the people from different age groups, interests and social background.

1.4 Project Goals Short Term Goal To ensure provide consultation on technical and design aspect of construction and make sure to complete the project efficiently within estimated duration that fulfill the client’s requirements.

Medium Term Goal To ensure the building is successfully design to reach the expectation usage and attract people to use it.

Long Term Goal To promote and preserve the unique cultural identity of the site by reminding the people of their cultural background and create a new meaningful landmark in Johor Bahru City.

1.0 Introduction 1.5 Project Client

1.6 Internal Stakeholders

This project is a cooperation within Think City and the MBJB as Think City is the main stakeholder that start this project, while MBJB the land owner also is one of the important regulatory stakeholder of this project.

The Internal Stakeholders will be the consultants and contractors that are appointed by the client. This members are the parties that running and managing the project and also provide services to the project. This parties have medium to high impact on the project outcome as it is able to influence directly by them.

“ We are a community-focus urban regeneration organisation that based in George Town, Penang, with operations in Kuala Lumpur, Butterworth and Johor Bahru. As a subsidiary of Khazanah Nasional Berhad and funded by Yayasan Hasanah, we work closely with local authorities, communities, institutions, private entities, and global experts to trial, plan and implement programmes to rejuvenate cities and solve contemporary urban issues with an emphasis on historic city centres. “ - Think City.

Majilis Bandaraya Johor Bahru. The land owner and also an important regulatory stakeholder.

CKHO Architect

NAL C&S Engineers

AMD Quantity Surveyor

Seksan Design Landscape Architecture

Vision M&E Engineer Sdn. Bhd.

TJ Group Contractor

1.0 Introduction 1.7 External Stakeholders

1.8 Project Organisation Structure

The external stakeholders usually will be the authority and the public that are indirectly affected by the project. The impact of external stakeholders are varies in different level due to the authorisation level of different parties involved.

CLIENT (Think City)

Authority : ● ● ● ● ● ● ●

Jabatan Bangunan (MBJB) Jabatan Perancangan, Pembangunan & Landskap (MBJB) Department of Occupational Safety & Health Johor (DOSH) Tenaga Nasional Berhad (TNB) Syarikat Bekalan Air Johor ( SAJ) Indah Water Konsortium Sdn Bhd (IWK) Jabatan Bomba dan Penyelamat Malaysia Negeri Johor (JBPM)

Public : ● ● ●

Pedestrian Locals Tourists

ARCHITECT (CKHO Architect)

M&E ENGINEER (Vision M&E Engineer Sdn. Bhd.)

LANDSCAPE ARCHITECT (Seksan Design Landscape Architect)

C&S ENGINEER (NAL C&S Engineers)

QUANTITY SURVEYOR (AMD Quantity Surveyor)

CONTRACTOR ( TJ Group)

2.0 Site Analysis 2.1 Site Introduction

2.2 SWOT Analysis

The site is actually located in between of Jalan Wong Ah Fook and Jalan Trus that cause a dumbbell effect as the backside of the site is JBCC and it is facing City Square Mall that connected with the ICQ. A dumbbell effect means the visitors visit to the both JBCC and ICQ and the site become transition zone. But this is actually a strategy location as it is a must pass by zone for the locals and visitors from Singapore to reach their destination.

By proposing the City Lobby at the site get to attract different user groups to visit the project as it offer a more convenient access for the users to their destinations. In the same time, the City Lobby is design to fulfill the needs of people there by providing various public activity area that seems to be lacked in the site. Besides, the City Lobby is also trying to preserve and promote the identity of site by having interesting programme that allows the people to stop by and enjoy it.

STRENGTH ●

● ●

●

Surrounded by diversity of commercial activities Community vibrancy Double frontage connecting with two streets allows pedestrian to engage with the site Transition points between two public buildings

OPPORTUNITIES ICQ

SITE 2 JBCC

City Square

●

● ●

Potential gathering point in Johor Bahru City Rejuvenate back alley Create continuity of access from ICQ to JBCC

WEAKNESS ●

● ●

●

Illegal parking creating negative walking experience Lack of proper public spaces Overwhelmed by surrounding skyscrapers Lack of greeneries space

THREATS ●

●

●

Abandoned back alley vulnerable to criminal activities Drug addict, homeless and drunk around the site Prostitution during night time

2.0 Site Analysis 2.3 PESTLE Analysis PESTLE analysis is a framework to analyse the key factors (Political, Economic, Sociological, Technological, Legal and Environmental) influencing an site from those factors.

Political The project is to promote and preserve cultural activities of Johor Bahru and also increase the interactions of different user groups around the area. With the strategy location there will be a lot of opportunities to boost up that area and bring in a new lifestyle to Johor Bahru.

Economy This project is funded by Think City as a public building . As the City Lobby is placed in between old heritage street and new commercialise street, there will be different types of users coming in to the project that can benefit the retails and other spaces. So the economic gains will mainly from the rentals of retails and other living spaces.

Sociological The social groups of the site seems to be diverse and saturated to their own living pattern, so the programme proposed have to fulfill the different needs of existing community that consist of multiple races and various background to make sure that the community can accept the project and make sure of it.

Technology The advance technology is proposed in this project that aims to provide a whole new experience of technology that ease our life.

All this technology will be installed in everywhere of the building that allows the users to use it to explore the city and also fulfill their needs. It will get to attract all different age groups to try it out and have a total different experiences.

Legal The design, safety, construction method and other criteria of the buildings are strictly follow the Uniform Building By-Laws 1984 and also the local authority rules. Therefore the building is set out to fulfill all this requirements from the beginning state to the operation state, to avoid any mistake.

Environment An urban park is design in this project to fulfill the lack of greeneries in site, it also need to be take care by the community, so penalty fine will be set to keep the park clean. Meanwhile, IBS system is also proposed to use in this project to reduce the environmental pollution and also shorten the build up process that can minimise the disruption caused to the surrounding existing property.

3.0 Design Suitability 3.1 Design Intention This socio cultural centre is design with modern design and install with high tech facilities to attract all different age groups to make use of it. Not only the locals, even the visitors would like to visit there because of the contemporary design that comes with advanced facilities can truly bring out a whole new experience for the users. The public in the site now are seems to be diverse as they are busy with their own living pattern, the locals that running business over there does not interested with the site, the visitors from Singapore come to JB for shopping as the price is lower compare to their country, and the locals that live there complain that there are no public area for them to hangout.

So, in such strategy location that surrounded with various users groups, this social-cultural centre is design to attract them together by allowing them to create their own deďŹ nition to the centre and make use of it. In the same time, the centre promotes the history and cultural background to the visitors.

Besides, talking back about the site, double frontage are utilised by creating both entry to connect both street together. Urban Park is also designed in this centre to act as a People’s Park that allow the users to hangout and take a break from the hectic city as the it is a city full with skyscrapers and lacked of a proper greens area.

The facade design are also designed with the consideration of weather analysis and visual connectivity, to make sure that there is enough air ows in the building and visual connectivity between outside and inside.

4.0 Project Viability 4.1 Schedule of Accommodation Floor

Space

Gross Floor Area (GFA) m²

Floor

Space

Gross Floor Area (GFA) m²

Basement

Parking

2305

Lower Ground Floor

Cafe

150

Lift Lobby

50

Mini Information Room

30

Fire Staircase

55

Toilet

40

M&E Room

20

Retail Shop

150

Refuse Chamber

20

FIre Staircase

55

Parking Office

50

Lift Lobby

50

Genset Room

20

Urban Park

325

Total : 2500m²

Total : 800m²

4.0 Project Viability 4.1 Schedule of Accommodation Floor

Space

Gross Floor Area (GFA) m²

Floor

Space

Gross Floor Area (GFA) m²

Ground Floor

Lobby

235

First Floor

Workshop

100

Admin Office

90

Studio

100

Toilet

40

Toilet

40

Food Hub

150

Gallery

150

FIre Staircase

55

FIre Staircase

55

Lift Lobby

50

Lift Lobby

50

Retail Shop

300

Digital Library

305

Security Room

50

Total : 800m²

M&E

10

Switch Room

20

Total : 1000m²

4.0 Project Viability 4.1 Schedule of Accommodation Floor

Space

Gross Floor Area (GFA) m²

Floor

Space

Gross Floor Area (GFA) m²

Second Floor

Digital Library

250

Third Floor

Roof Garden

200

Recreational Area

80

Staff Quarters

50

Toilet

40

Toilet

40

Meeting Room

80

Hangout Area

50

FIre Staircase

55

FIre Staircase

55

Lift Lobby

50

Lift Lobby

50

Mini Cinema

40

Total : 445m²

Greens Pocket

60

Overall : 2500m² + 800m² + 1000m² + 800m² + 655m² + 445m² = 6200m²

Total : 655m²

Total Gross Floor Area = 66736.24 sqft or 6200m²

4.0 Project Viability 4.2 Schedule of Accommodation Estimated construction cost at RM200 per sqft, Gross Construction Cost = 66736.24 x RM200 = RM 13,347,248.00 Consultant fee at 10% of Construction Cost = RM 13,347,248.00 x 10% = RM 1,334,724.80 Contingency of Budget (5%) = RM 13,347,248.00 x 5% = RM 667,362.40 Deposit for TNB (3%) = RM 13,347,248.00 x 3% = RM 400,417.44 Estimated Project Cost = RM 13,347,248.00 + RM 1,334,724.80 + RM 667,362.40 + RM 400,417.44 = RM 15,749,752.60

5.0 Project Procurement and Resources Planning 5.1 Procurement Method The procurement method used in this project is a traditional / conventional procurement method. Which is Public Works Department Method also referred as JKR. That is under Ministry of Works Malaysia (MOW) which is responsible for construction and maintenance of public works in Malaysia.

5.2 Procurement Suitability The goods, services and construction is on behalf of a public authority, in this case Think City acts as the government agency for the City Lobby. Through the project is in a medium-scale, PWD is the most suitable form of contract as the client is represented under a government agency and the City Lobby is set to be public based.

Advantages of JKR ● It is open to all qualified bidders as open tenders also provide a larger variety of options to choose from which does not limit the composition of the project ● No favouritism contractor, it will allow new firms to enter the market but also promote professional etiquette. ● Highly competitive as it will force the contractors to submit competitive price to obtain the project to be prove advantages for the employer in getting value of money.

● ●

To ensure the realisation of policies and deliver services through smart partnership strategy.

To ensure the consistency of services it procures, JKR established processes and systems that must be adhered to by contractors.

While in this project, the contract PWD 203A is used as the standard form of contract to be used where bills of quantities form part of the contract.

5.0 Project Procurement and Resources Planning 5.3 Resources Planning Resources planning need to be analysed and done at the beginning project planning stage to ensure that all the resources needed to complete the project are identiďŹ ed. This will ensure the smooth working ow of the project.

Tasks/Deliverables 1.

2.

Human Resource

Quantities

Skills/Softwares Required

Equipment

Site Visit and Survey

Client, Consultant Team

-

Ability to utilise the tools and equipment required

Safety equipment, manual tools

Site Documentation and Analysis

Client, Consultant Team

-

Conceptual Sketches

Architect

1

-

Stationery

M&E and Landscape Planning

M&E Engineer, Landscape Architect

1,1

Autocad, Revit, Autodesk CFD

Computer, Plotter

Preliminary Cost Estimation

Quantity Surveyor

1

Microsoft Excel

Local Authority Submission

Architect

1

Autocad, Revit

Visualisation

Architect, Draftsman

1,2

Detailed Design Drawings

Architect, Draftsman

1,2

Autocad, Revit

Updated Detailed Cost Estimation

Quantity Surveyor

1

Microsoft Excel

Local Authority Submission

Architect

1

Autocad, Revit

Schematic Design

Design Development Computer, Plotter

5.0 Project Procurement and Resources Planning 5.3 Resources Planning Tasks/Deliverables 3.

4.

Human Resource

Quantities

Skills/Softwares Required

Equipment

Bills of Quantities Preparation

Quantity Surveyor

1

Microsoft Excel, WinQS

Computer, Plotter

Tender Document (Open Tender)

Architect, Project Management, Quantity Surveyor, Contractor

1,1,1

-

Award of Contract

Architect, Contractor

1,3

Microsoft Word

Monitor on site work and construction progress

Architect

1

Ability to comprehend the information of construction drawings provided

Monitor civil works on site

Civil Engineer

1

Monitor structural works on site

Structural Engineer

1

Monitor M&E works on site

M&E Engineer

1

Monitor landscape works on site

Landscape Architect

1

Conduct on site construction work

Contractor

1

Site Workers

30

Facilities Manager

1

Contract Documentation

Contract Implementation

Inspection of building services on site works

Progress Report

5.0 Project Procurement and Resources Planning 5.3 Resources Planning Tasks/Deliverables 5.

Human Resource

Quantities

Skills/Softwares Required

Equipment

Testing Commissioning and Inspection

Client, Architect, Project Manager, C&S and M&E ENgineer, Quantity Surveyor, Landscape Architect, Specialty Consultants

2,1,1,1,1,1,1,2

Ability to utilise the tools and equipments required

Camera, Testing Equipments

Issuance of CCC

Architect, Project Management, Quantity Surveyor, Contractor

-

Microsoft Word

Computer, Printer

Preparation of Final Account

Architect, Contractor

1,1

Microsoft Excel

Final Completion

6.0 Risk Management & Planning 6.1 Risk Analysis Risk

Likelihood

Impact

Effect

Mitigation Strategy

Contingency Plan

Unclear project brief from clients

High

Medium- Low

Delay the project timeline due to the confusion in schematic design stage.

Consultants should guide and brainstorm with the clients on a clear project brief and goal.

Provide various design options and professional advice for the clients to refer and choose.

Final cost of the project is higher than the actual drafted budget

Medium

Medium

Client may be unhappy and unsatisfied with the final cost as it is different from what is estimated

Bill of quantities to be revised and provide alternative options of materials with lower cost but try to remain the quality.

To clarify with Quantity Surveyor on allocation of budget in different design phase and to make revision with all parties to adjust total cost.

Preliminary drawings not approved by the authority

High

High

The construction time will be delay and resubmission of tender drawing

Double check the drawing and make sure it fulfill the requirements of by laws, and consider the backup design.

Consult related authorities to discuss regarding technical and drawing issues.

Client keep changing the design

Low

Medium

Constant amendments on the project proposal and inability to proceed to construction phase.

Set a specific time frame on when to halt amendments to the design scheme.

Project manager has to make sure that client is aware of the project schedule and progress.

Design Stage

6.0 Risk Management & Planning 6.1 Risk Analysis Risk

Likelihood

Impact

Effect

Mitigation Strategy

Contingency Plan

Lake of site inspection and supervision resulting in unwanted misunderstand between labour and accident

Low

Medium

Work done may differ by what is order and accident may occur due to lack of clear understanding

Site inspection schedule to be revised and to be carried out regularly to provide guidance and instruction of work manual during construction

Weekly site inspection and time-to-time site visit with consultants is needed to make necessary changes according to situation to avoid accident

Delay in construction due to bad weather (raining)

High

High

Part of the construction phase may be put on hold result in increment of labour cost and machinery cost and affect the date of completion.

To increase manpower to keep progress on track.

To refer to Gantt chart in a regular manner and provide float for critical activities.

Site disturbance causes complaints and petitions from the local

Low

Low - Medium

Delay on work and caused project to be unlike by the local and not support by them.

Proper management of the construction on site to reduce the environment pollution that might affect the locals.

To reschedule the construction planning with the team that can reduce the impact to the public.

Increase in cost of materials

Medium

Medium

Rising costs will cause the project to exceed its budget.

Formal agreements on prices are signed with relevant stakeholders to ensure that unwarranted price rises do not occur.

Overall budget is increased to compensate for the rise in costs.

Construction Stage

6.0 Risk Management & Planning 6.1 Risk Analysis Risk

Likelihood

Impact

Effect

Mitigation Strategy

Contingency Plan

Building Operation and Maintenance Homeless and illegal trespassing in building compound

Low

Medium

May result in vandalisation and damage on facilities and users begins to have doubt in the management office.

Install security camera and hired security guards to supervise the building during non-operational period.

Provide tighter security system and have insurance on equipments and facilities.

Delay of CCC issuance

Low

High

No income for the client as the building cannot start to run yet.

Ensure all the building requirements are completed and compiled then submit earlier to the authorities according to their guidelines.

To remind the local authorities of the submission and its urgency.

Building do not attract users

Low

Low

Low number of visitors to the building and become an useless building

Draft plan to provide activities based on recent trend to attract youngster and also make more promotions.

Make more advertisement and hire marketing consultants if needed.

Poor maintenance of the building and landscape

Medium

High

Overall spatial and aesthetic quality of the building will reduce drastically.

Building to be regularly maintained by the management department. Monthly schedule is created to ensure the quality of the building spaces.

Building management board to monitor the schedule created is strictly followed.

7.0 Project Deliverables 7.1 Success Criteria The triple constraint is the key to determine the success of the project which are time, cost and scope of the project which contributes to the overall quality of building that has been produced.

Cost The total estimated cost of the project would be around RM 15 million, where the project is required to ďŹ nish within the estimated budget.

1.

Fellow consultants shall work together with the client to

2.

3.

4.

effectively allocate the budget of the project for the aspects where the client would like to prioritise.

The team members have to bear in mind the budget of the project and plan it properly to avoid over estimate.

There should be no wastage in construction materials that might cause overspending on materials. Resources are to be managed with the realization of creating value.

The consultant should suggest the best and economical materials that can reach the agreement with client so the budget can be maintain.

Cost

Quality

Scope

Time

Time The time frame for the project will be around 26 months where the project will start from November 2019 and expected to ďŹ nish in January 2022.

1.

2.

The project must be completed within the given time frame and should not go more than that to avoid extra cost and dissatisfaction of client. Therefore, the team members should always refer to the Gann chart to make sure that the building process is catch up with the schedule time.

Transportation of materials on and off-site should be carefully planned and managed, minimising transportation cost and labour fees.

Scope The project also required the cooperation of project teams and contractor through meetings and communication.

1. Job scopes of different teams must be break down and clearly list out to avoid one pushing responsibilities to others.

2.

Project should always be on track to avoid delay. If there is any changes, the project management team would have to come out with immediate and effective solutions.

3.

Risk analysis to cultivate awareness of health and safety precautions during construction period and to make sure project meets objective and goals.

7.0 Project Deliverables 7.2 Work Breakdown Structure City Lobby

Pre-Construction Phase 1.1 Schematic Design Project BrieďŹ ng Site Visit & Analysis Site Analysis & Documentation Preliminary Design Proposal Authority Approval (DO Submission) 1.2 Design Development Building Plans Development Drawings Material Selection Authority Submission (BP& Bomba submission)

1.3 Contract Documentation Tender Documentation Result Evaluation Award of Contract Preliminary Budget & Cost Resource Planning Project Planning & Implementation Schedule

Construction Phase

2.1 Pre- Construction Site Planning & Clearing Site Setting & Leveling Setting Up Sign Hoarding Board & Site OfďŹ ce 2.2 Substructure Land Excavation Piling & Footing Construction Retaining Wall Execution Basement Car Park Construction 2.3 Superstructure Columns & Beams Slabs External Walls Internal Walls Features Fire Staircase

2.4 Roof Roof Construction Gutter & Drainage System Installation

2.5M&E Services Lift Installation Electrical & Lighting Fittings Mechanical Ventilation & Air conditioning System Fire Protection System 2.6 Doors & Windows Doors Installation Windows Installation 2.7 Finishes Staircase Finishes & Railings Furniture & Fixtures Installation Wall, Floor and Ceiling Finish 2.8 External Works/Landscape Water Drainage System Sanitary System Softscape & Hardscape Installation

Post-Construction Phase 3.1 Project Completion Site Clearing Site Inspection Handing Over Issues of CCC Closing Out

8.0 Conclusion 8.1 Conclusion In conclusion, project management is a must in every project that can help to keep the project on track and make sure the project is complete within the budget and come out with expected quality. But most important is the cooperation between all parties that involved with clear and good communication to ensure the smooth going of the project. The progress of work should always refer back to the WBS and Gantt Chart to follow as exact as possible to avoid any delay and extra charges that might make the clients feel unhappy with the time and over budget taken. For every project every step throughout the process should be treated with extra attentions so that the project can complete and fulďŹ ll the expectation of the clients.