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POWE ARCHITECTS PRACTICE MANAGEMENT SYSTEM A guide for application of a practice wide Quality Assurance system. Thursday, 2 July 2009
DESIGN
1.0
OUTLINE
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1.0 Contents 2.0 Scope of the Practice Management System 3.0 The Practice 4.0 Office Systems Manual 5.0 Procedures 6.0 Checklists 7.0 Project Proformas 8.0 Non-Project Proformas 9.0 Instruction Manuals & Indexes 10.0 Employment Agreement and Policies 11.0 Internal Aduits 12.0 Quality Control of the “Quality Control”
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2.0
SCOPE OF THE PRACTICE MANAGEMENT SYSTEM
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2.0 Scope 2.0.1 Objective 2.0.2 AS/NZS ISO 9001 - 2008 2.0.3 Quality of outcomes 2.0.4 Effective production 2.0.5 Profitability
2.1. Amendments & Changes 2.1.1 Review
2.2 Definitions & terminology
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3.0
THE PRACTICE
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3.0.1 Practice profile 3.0.2 Office structure Position Vs Role DR - Director PM - Practice Manager TL - Team Leader DV - Design Reviewer PA - Project Architect PS - Project Staff OM - Assistant Office Manager FM - Financial Manager CM - Office CAD Manager AA - Administration Assistant
3.0.3 Practice policy 3.0.4 Practice objectives Thursday, 2 July 2009
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4.0
OFFICE SYSTEMS MANUAL - SYSTEM STRUCTURE
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4.0.1 System structure Office Systems Manual Procedures Project Profiles Checklists & Proforma
AS/NZS ISO 9001:2008 Applicable standard Quality “system elements”
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4.0
OFFICE SYSTEMS MANUAL
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4.1 Management Responsibility roles, authority and responsibilities resources the “Practice Manager”
4.2 Office Manual the purpose of Procedures and Project Profiles
4.3 Agreement & Brief creating the baseline against which to measure our “product” and how to move the goalposts
4.4 Design & Documentation planning, co-ordinating, forming design criteria, design checking, verification and validation amendments to the brief by client acceptance of the design
Thursday, 2 July 2009
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4.0 OFFICE SYSTEMS MANUAL
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4.5 Document Control controlling the checking, revising and issuing of documents
4.6 Employing Subconsultants We donâ€&#x;t engage subconsultants! We do nominate them from Consultant Register
4.7 Control of information supplied by the client 4.9 The design process, documentation, tendering & contract administration 4.10 Review & Audit 4.12 Design reviews & site inspection reports
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4.0 OFFICE SYSTEMS MANUAL
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4.13 Incomplete documents Discrepancies Errors & Omissions
4.14 Correcting & preventing errors & omissions identification & corrective actions preventing future occurrences project & Practice wide
4.16 Records identification, storage, protection, retrieval, retention, and disposal
4.17 Internal audits (under development) 4.18 Professional development professional development and training schedule
Thursday, 2 July 2009
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5.0
PROCEDURES - SYSTEM STRUCTURE
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System structure Office Systems Manual Procedures Project Profiles Checklists & Proforma
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5.0 PROCEDURES – SYSTEM STRUCTURE
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5.5. Project procedures – Design 5.5.1. 5.5.2. 5.5.3. 5.5.4. 5.5.5. 5.5.6. 5.5.7. 5.5.8. 5.5.9. 5.5.10. 5.5.11. 5.5.12. 5.5.13. 5.5.14. 5.5.15. 5.5.16. 5.5.17. 5.5.18. 5.5.19. 5.5.20. 5.5.21. 5.5.22. 5.5.23. 5.5.24.
Thursday, 2 July 2009
Project Profiles Design criteria Project brief Relevant Authorities Conflicts or Omissions Briefing secondary consultants Consultant engagement Project Files Design program Design review Project document control Issuing Documents Received documents Records Practice Management System improvement Co-ordination Client Review Schematic Design Incomplete documents Design review Changes to the project brief Design changes Client Approval Project audits
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5.6. Project procedures – Documentation 5.6.1. 5.6.2. 5.6.3. 5.6.4. 5.6.5. 5.6.6. 5.6.7. 5.6.8. 5.6.9. 5.6.10. 5.6.11. 5.6.12. 5.6.13. 5.6.14. 5.6.15. 5.6.16. 5.6.17. 5.6.18. 5.6.19. 5.6.20. 5.6.21. 5.6.22. 5.6.23. 5.6.24. 5.6.25. 5.6.26. 5.6.27. 5.6.28. 5.6.29.
Document planning Changes to the project brief Client Approval Client supplied information Document criteria Relevant Authorises Conflicts or Omissions Secondary consultants Consultant engagement Documentation Documentation requirements Documentation program Draft Documentation review Design review Project document control Issuing documents Received Documents Records Practice Management System improvement Document control Drawing Issue – For Approval Drawing Issue – Revised drawings Incomplete documents Co-ordination of Consultant‟s documentation Client Review Documentation review Design verification Client approval to tender Project audits
DESIGN
5.1.
Procedures – Generally
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5.1.1 Staff resources 5.1.2 Potential work 5.1.3 Stationery supplies & petty cash 5.1.4 Document & data control 5.1.5 Incoming mail 5.1.6 Outgoing mail 5.1.7 Telephones 5.1.8 Incoming faxes 5.1.9 Outgoing faxes 5.1.10 Drawing issue and identification 5.1.11 Virus and Spam protection 5.1.12 Data backup 5.1.13 Project numbers 5.1.14 Correspondence
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5.1.15 Email Correspondence 5.1.16 Time sheets 5.1.17 Leave Requests 5.1.18 Invoicing 5.1.19 Filing 5.1.20 Archived projects 5.1.21 Booking meetings and resources 5.1.22 Vehicle use 5.1.23 Professional development 5.1.24 Staff training 5.1.25 Client Satisfaction 5.1.26 Photocopying and Printing 5.1.27 Computer Support Services 5.1.28 Close of business
DESIGN
5.2.
Maintenance of the Practice Management System
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5.2.1 Practice Manager 5.2.2 Review by directors 5.2.3 Document & data control ...of the Practice Management System
5.2.4 Consultant Database 5.2.5 Builder Database 5.2.6 Client Database 5.2.7 Correcting errors – Project Level 5.2.8 Correcting errors – Practice Level 5.2.9 Preventing errors 5.2.10 Register of errors and omissions 5.2.11 Internal audits
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5.3.
Project procedures - Agreement & brief
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5.3.1 Project Capability 5.3.2 Review of agreement 5.3.3 Project Procurement Method 5.3.4 Amendment to the scope of service 5.3.5 Records This is all largely done by the Directors, but... ...It forms the standard by which all outputs are measured!
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5.4.
Project procedures – Project Profiles
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5.4.1 Project Profiles 5.4.2 Project Resources 5.4.3 Nominate Consultants 5.4.4 Design Reviewer 5.4.5 Review Schedule 5.4.6 Design 5.4.7 Management approval 5.4.8 Maintain the Project Profiles
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5.5.
Project procedures – Design
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5.5.1 Project Profiles 5.5.2 Design criteria 5.5.3 Project brief 5.5.4 Relevant Authorities 5.5.5 Conflicts or Omissions 5.5.6 Briefing secondary consultants 5.5.7 Consultant engagement 5.5.8 Project Files 5.5.9 Design program 5.5.10 Design review 5.5.11 Project document control 5.5.12 Issuing Documents
Thursday, 2 July 2009
5.5.13 Received documents 5.5.14 Records 5.5.15 Practice Management System improvement 5.5.16 Co-ordination 5.5.17 Client Review 5.5.18 Schematic Design 5.5.19 Incomplete documents 5.5.20 Design review 5.5.21 Changes to the project brief 5.5.22 Design changes 5.5.23 Client Approval 5.5.24 Project audits
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5.6.
Project procedures – Documentation
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5.6.1 Document planning 5.6.2 Changes to the project brief 5.6.3 Client Approval 5.6.4 Client supplied information 5.6.5 Document criteria 5.6.6 Relevant Authorises 5.6.7 Conflicts or Omissions 5.6.8 Secondary consultants 5.6.9 Consultant engagement 5.6.10 Documentation 5.6.11 Documentation requirements 5.6.12 Documentation program 5.6.13 Draft Documentation review 5.6.14 Design review 5.6.15 Project document control
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5.6.16 Issuing documents 5.6.17 Received Documents 5.6.18 Records 5.6.19 Practice Management System improvement 5.6.20 Document control 5.6.21 Drawing Issue – For Approval 5.6.22 Drawing Issue – Revised drawings 5.6.23 Incomplete documents 5.6.24 Co-ordination of Consultant‟s documentation 5.6.25 Client Review 5.6.26 Documentation review 5.6.27 Design verification 5.6.28 Client approval to tender 5.6.29 Project audits
DESIGN
5.7. Project procedures – Tendering
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Refer back to “5.3.3 Project Procurement Method” is tendering part of the agreed brief? application may be modified by the TL
5.7.1 Tendering 5.7.2 Tender Documents 5.7.3 Document control 5.7.4 Tender Issue 5.7.5 Inquiries 5.7.6 Correcting errors and omissions 5.7.7 Closing tenders 5.7.8 Tender assessment 5.7.9 Records 5.7.10 Project audit
Thursday, 2 July 2009
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DESIGN
5.8.
Project procedures - Contract Administration
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Refer back to “5.3.3 Project Procurement Method” are construction stage services part of the agreed brief? application may be modified by the TL
5.8.1 Contract administration 5.8.2 Architect duties 5.8.3 Office set of drawings 5.8.4 Project document control 5.8.5 Drawing issue – For Approval / Construction 5.8.6 Drawing issue – Revised Drawings 5.8.7 Issuing Documents 5.8.8 Defects inspections 5.8.9 Certificate of Practical Completion
Thursday, 2 July 2009
5.8.10 Design validation – Final inspection 5.8.11 Final certificate 5.8.12 „As built‟ drawings 5.8.13 Identifying errors and omissions 5.8.14 Correcting errors and omissions 5.8.15 Monitoring errors and omissions 5.8.16 Project register of errors and omissions 5.8.17 Records 5.8.18 Project audit
DESIGN
6.0, 7.0 & 8.0
CHECKLISTS & PROFORMA
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System structure Office Systems Manual Procedures Project Profiles Checklists & Proforma Project Non-Project
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6.0, 7.0 & 8.0
CHECKLISTS & PROFORMA
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6.0 PROJECT CHECKLISTS
7.0 PROJECT PROFORMA
6.1 - Selection of project resources 6.2 - Review of Client / Architect Agreement 6.3 - Design/Documentation criteria 6.4 - Design/Documentation criteria Relevant authorities 6.5 - Schematic Design & Documentation 6.6 - Design/Documentation review 6.7 - Design/Documentation Verification 6.8 - Changes in the scope of services 6.9 – Documentation drawings
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8.0 NON-PROJECT PROFORMA
07-01 Project Profile 07-02 Document transmittal Template 07-03 Contract Architect's instruction 07-04 Contract Evidence of Insurance 07-05 Contract Progress Certificate 07-06 Contract PA Contract Price Adjustment 07-07 Contract Adjustment of time 07-08 Contract Practical Completion 07-09 Defects Notice 07-10 Project Register of Errors & Omissions 07-11 Addenda Acknowledgement 07-12 Document Control Stamps
08-01 PA Cover Letter template 08-02 File Note Template 08-03 Time sheets 08-04 Meeting Minutes 08-05 Expense claim form 08-06 Consultant Services Invoice template 08-07 Consultant Database 08-08 Client Database 08-09 Builder Database 08-10 Practice Register of Errors & Omissions
9.0
INSTRUCTION MANUALS & INDEXES
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9.1 Master Filing Index 9.2 Product Catalogue Index 9.3 Document Numbering Manual 9.4 ArchiCAD Instruction Manual 9.5 Maintenance Manual and Records 9.6 Meeting minutes Instructions
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10.0
EMPLOYMENT AGREEMENT & POLICIES
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10.1 Overview 10.2 The Position 10.3 Probationary Period 10.4 Termination of employment 10.5 Salary package details 10.6 Review 10.7 Working hours 10.8 Overtime 10.9 Holidays, leave, sick leave, bereavement leave, etc. 10.10 Office procedure 10.11 Allowances 10.12 Occupational Health & Safety
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10.13 Appropriate Workplace Behaviour 10.14 Standard of Dress 10.15 Outside or Alternative Employment 10.16 Quality Assurance 10.17 Non-Solicitation 10.18 Computer Software/Property 10.19 Intellectual Property 10.20 Drafting equipment and special clothing 10.21 Spare time Practice (private jobs) 10.22 Use of office project material 10.23 Variations to the Agreement
DESIGN
11.0
INTERNAL AUDIT CHECKLISTS
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Currently under development for use in Internal Audits
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CONCLUSION
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Thursday, 2 July 2009
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