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PROJECT MANAGEMENT REPORT (MGT60403/ ARC3614)

Project 2: Documentation of a Medium-Sized Project Proposed Urban Farming Center, Kuala Lumpur for The Incorporated Society of Planters (ISP)

TAN WEI ZHEN 0318560 Ms. ALIA

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Table of Content 1.0 Project Introduction 1.1 Client Information 1.2 Project Information 1.3 Stakeholder Information

3 4 5

2.0 Site Introduction 2.1 Site Information 2.2 Site Analysis

6 7-8

3.0 Project Viability

9

4.0 Design Suitability

10

5.0 Cost and Budget Estimation

11

6.0 Success Criteria

12-13

7.0 Project Procurement

14

8.0 Work Breakdown Structure

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9.0 Risk Analysis

16-17

10.0 Maintenance Strategy

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11.0 Gantt Chart

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1.0 Project Introduction 1.1 Client Information

The Incorporated Society of Planters The Incorporated Society of Planters was established for the development and advancement of the professional interests of those involved directly and indirectly with the plantation industry. The society's primary objectives as laid down in its Memorandum of Association is to promote the advancement and facilitate the requisition of that knowledge which constitutes the professional qualification of planter and to improve the technical knowledge of members and with a view thereto to provide for the delivery of lectures and the holding of classes and examinations and the granting of certificates, diplomas and scholarships, and to promote, encourage and participate in the technical training of planters.

Contact Tel Email Website

: Mr. Azizan Abdullah, IRCA, Chief Executive of ISP : 603-7955 5561 : isphq@isp.org.my : https://www.isp.org.my

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1.2 Project Information Introduction

Program

The brief calls for a self-sustaining farming center in the Kuala Lumpur city center. The site is located south of the Titiwangsa Lake Garden and north of Istana Budaya. The main objective of this project is to create a lush greenery space within the busy life of the city center incorporated with educational programs. The main idea of this project is to allow an open community among the users to receive better quality of food.

The poor quality of food intake and the neglected hygiene has been an aware for the community, thus ISP appoint to design an urban farming center engaging self-sustainability and provide green space to the city of Kuala Lumpur in enhancing its livability.

The brief also demand an educational center that functions as a platform for learning and teaching as well as thoughts exchange within an informal environment. Students from the educational institutions nearby would have the opportunity to explore their interests.

Special requirements highlighted by client: 1.

2.

3.

4.

5.

A minimun of 3 and maximum of 5 stories Gross floor area between 1800-2000 sqm A clear vehicle access Implementation of passive design Pedestrian link from Titiwangsa Lake Garden

There are two types of farm available in the center, which is the traditional soil based farm which locates at the ground floor and the aquaponics vertical farm which locates vertically from first floor to third floor.

In addition, there is an experimental lab could be use by the professional nutritionists to experiment the content of the products before distributing or selling.

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1.3 Stakeholders Information Dewan Bandaraya Kuala Lumpur (DBKL)

Mass Rapid Transit Corporation Sdn Bhd

Administrating the city of Kuala Lumpur, DBKL will ensure the planning and design of the buildings are in accordance with the practice of professionalism and in compliance with the law of the authority giving approval.

Yayasan Wilayah Persekutuan Yayasan Wilayah Persekutuan is a govenment body that serve and provide assistance to raise the quality of life in 5 aspects, which are education, economy, social, religion, and technology.

The development of MRT project would bring benefits to the building as it provides more mode of transport for the people making the site a potential transit node.

Construction Members Construction members such as site manager, site supervisor, consultants, surveyors, technicians, labour, contractors, etc. plays an important role respectively to ensure smooth work flow. These members are responsible to perform their own roles professionally in order to deliver the shared goal. Contractors should be committed to build according to the approved design following the instructions delivered by the project manager in order to obtain the expected outcome during the end of the project.

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2.0 Site Introduction 2.1 Site Information Introduction Aligned with the project ‘River of Life - River beautification’ along from Sentul to Seputeh, Titiwangsa Lake Garden is located at the east of Gombak River. The garden featured a huge central lake that was a byproduct of tin mining activities under British Rule. The site is surrounded by impressive and modern Islamic buildings, one of them is non other than the iconic Istana Budaya. It is concerned with the life quality of the community, where locals enjoy walking and cycling around the lake garden.

The site is approximately 4500 sqm, located south of the Titiwangsa Lake Garden and north of Istana Budaya which currently is an open parking lot.

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2.2 Site Analysis 2.2.1 SWOT Analysis SWOT analysis is a strategic planning tool to evaluate the internal and external factors that will affect the project performance. It helps to focus the strengths, minimize treats, and take the greatest possible advantage of opportunities available around the site.

Strength

Weakness

Opportunity

Threat

1. The road appears to have a high existence value thanks to its strategic location, located opposite to a few schools.

1. Partial view obstructed by the toilet pods and vendor stalls.

1. Possible creation of node that enhances the landmarks around for the mutual relationship to occur.

1. Similar food and beverages business around the site, lack of variety.

2. Noise pollution from the schools and hostels.

2. Scenic lake view and also view of Kuala Lumpur 3. Air pollution by the skyline from the other side vehicles due to its location of the lake. near to junctions of roads.

2. Maintaining the existing culture of the area.

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2.2.2 PESTLE Analysis PESTLE analysis describes a framework of macro-environment factors and the investigation of political, economic, social/cultural, and technology influences towards the project in relation to its environment.

Political

Technology

Economy

Legislative

Social/Cultural

Environment

Both the local government and private sector has put in efforts towards technology development and commercialization of the research results. The exponential growth of technopreneurs in the renewable energy and bio tech need to be catalyzed in order to compete with the international markets.

Kuala Lumpur is a fast growing city where the nation’s ethnics lives in a harmony environment. The government and political stability contributes to the benefits in business investments in the city.

Kuala Lumpur is the center of economy growth housing multinational companies that transform into a middle class populace and world class infrastructure set to be leading Asian cities in the future due to conductive business environment and expansion of local financial market.

The local administration is carried out by the Kuala Lumpur City Hall. The project has to comply with the regulations set by the DBKL. Employment law and health & safety law has to be taken into consideration along the project development.

The large number of religious buildings and colonial civic architecture adjacent to the cultural identity in Kuala Lumpur.

The polluted atmosphere in Kuala Lumpur requires effort from the related departments and community in order to provide a better quality of life in the city.

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3.0 Project Viability 3.1 Project Objective (a) To deliver the project in top-notch quality fulfilling the client’s requirements within framework planned. (b) To manage the project in consideration of related issues within the timeline and given budget. (c) Identify and analyze risks from every aspect at every phase to deliver good quality project within minimal working days. (d) Optimally utilize the limited resources to ensure the project efficiency, cost and time efficiency.

3.2 Project Goals Short Term

- Build a network or establish a team of environment enthusiasts.

Medium Term

- Establish a sustainable model and promote sustainable industries.

Long Term

- Give positive impact to the city by developing more solutions to sustain humanities.

3.3 Programme Objective (a) To encourage research and development as well as providing innovative opportunities for the corporation. (b) To provide a green space within the concentrated city and to improve the quality of food intake of the community. (c) To function as a platform for the environment enthusiasts to gather and generate solutions to sustain humanities. (d) To act as a catalyst in order to activate the pocket of positive energy in the surrounding neighborhood.

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4.0 Design Suitability 4.1 Design Concept & Layout

4.2 Key Features & Contextual Respond

The overall layout is designed based on the concept synergy in respond to the building program and environmental issues in Kuala Lumpur. The design aims to create a curve that spans along to receive optimum natural light penetration and orientated according to the sun path direction. In addition, the curve also allows the users to have visual connection and interaction to the community and the environment with the help of the slanted structure.

The educational kitchen and educational farm act as a platform to provide lessons for the community. The experimental lab provides a working space for the professional nutritionists to perform their research and quality control of the products. The aesthetic of the exposed structure expressed the culmination and integration of its form and function. Green technology systems are implemented to showcase the green features promoting innovative yet sustainable ideas in minimizing the pollution to the atmosphere.

The traditional soil based farm and the public realm on the ground floor aims to attract the passer-by thanks to its strategic location and the educational spaces on the higher floors protruding out from the facade aims to create curiosity and eventually attracts more users. The semi open contemplative spaces are introduced to allow strong connection inside out the building.

The orientation of the massing is designed in consideration of climatic aspects like wind direction, sun path orientation, and pedestrian flow. Contemplative spaces are located accordingly to capture the view of the skyline of Kuala Lumpur, the lake, and the Istana Budaya.

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Total Construction Cost = Total Floor Area x Estimated Pricing/ Sqm Assume RM250/ sqft, then 1 sqm = RM2691

5.0 Cost and Budget Estimation

Building Cost: 1824.8 sqm x RM2691/sqm (1)

Basement Plan

Other Construction Cost: Landscape Plantation Roof Total

Second Floor Plan

Direct Expenses:

Construction Supervision Fees

Ground Floor Plan

Project Management Fees Consultation Fees (15% of building cost) Total (3)

Third Floor Plan

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RM RM RM RM

30 000 80 000 20 000 130 000 (2)

RM RM

82 000 680 000

RM 736 580 RM 1 498 580

Other Expenses: Travelling Expenses Field Measurement

RM RM

Insurance Total

RM RM RM

Estimated Total Cost (1 + 2 + 3 + 4)

RM 7 077 616

Project Management Information System (PMIS) First Floor Plan

RM 4 910 536

40 000 20 500 450 000 25 000 535 500 (4)

6.0 Success Criteria Success Criteria is a tool or standard by which the project will be judged to decide whether or not it has been successful to the stakeholders. This will provide learning opportunity for future undertaking by evaluating the effectiveness of the project.

Scope

Time

Cost

The project success could be evaluate by checking if the project have achieved the objectives stated in the scope statement within the given framework.

The project are to be scheduled in timely manner with extra attention to the critical paths in order to meet deadlines with minimal delay as the time and cost are directly proportionally related to each other.

Identifying cost escalation during project execution are the keys to ensure project is delivered within the given budget.

1. Scope of the project should be clearly stated and easily understood by the stakeholders.

2. Critical activities and paths listed using the project management tool such as WBS, Pert Chart, and Gantt Chart has to pay sufficient attention to ensure minimal delay.

3. Constant review and update the latest work progress.

1. The project is aimed to be completed within 20 months starting from 5th January 2018 to 5th September 2019.

2. Gantt Chart and critical paths are to be planned accordingly.

3. Risk analysis are to carried out with solution well planned to ensure the project are to carried smoothly.

4. Constant review and update the latest work progress.

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1. The budget given by the client is approximately RM 8 000 000 funded by the Incorporated Society of Planters (ISP) and the investors for a quality assured urban farming center in Kuala Lumpur.

2. Collaboration of the team and working planning to ensure resource efficiency.

3. Building material and construction methods are well thought and planned to improve cost efficiency.

4. Passive design features (natural ventilation & light penetration) and green technology system (rainwater harvesting, solar panels) are implemented to ensure cost effectiveness in a long run.

Below are the other success criteria prone to the stakeholders’ concern.

Quality

Stakeholder and Client Satisfaction

Quality is the standard which the outcome of deliverables meet its specifications and expectations. Quality tracking is essential and should be made accordingly in timely manner. ISP requested a high quality workspace to foster environmental friendly ideas for the good of future generation.

The feedback of the clients are important as the strong engagement of the stakeholders and ISP to track satisfaction throughout the project life cycle to project delivery. Any changes of or dissatisfaction identified, alternatives are to be provided as effective solution while meeting the planned framework. This should be well documented for improvements in the future undertakings.

Health, Safety, and Government Requirements

Organization Benefits and Business Objectives

Plan a review schedule in line with the project governance policy and review adequately throughout the project life cycle and check with the advisory committee regularly to ensure the project has met the requirements of health, safety, government requirements, and building codes.

A project is considered more successful only if the business objectives are met and extra benefits are obtained. Emphasizing the theme of environmental sustainability, the building aims for Platinum Green Building Index (GBI) rating with 86+ points. This outcome would benefit the organization by increasing its popularity by promoting the innovative green features.

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7.0 Project Procurement 7.1 Organization Chart

Client

(The Incorporated Society of Planters)

Project Manager Quantity Surveyor

C&S Engineer

Architect

Contractor M&E Engineer

Sub Contractor Landscape Architect

7.2 Procurement Method Conventional Procurement Method

Advantages of using conventional procurement method.

In this procurement method, the employer accepts the design work separate from construction. Consultants are appointed for design and cost control purposes, where the contractors are responsible to carry out the construction works. The responsibility extents to all workmanship and material including the works of sub contractors.

The contract is usually awarded to the contractors through a competitive open tendering process on complete information but it may appoint earlier through negotiations on the basis of partial or notional information.

1. Accountability due to competitive selection.

2. Variations to the contract are relatively easy to manage or make arrangements.

3. Client is able to have a direct influence which could facilitate a high level of functionality and improve the quality in the overall design.

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8.0 Work Breakdown Structure Urban Farming Center

Design Development

Contract Documentation

Project Brief

Detailed Drawings

Pre-Design - Site analysis & Feasible Study

Schematic Design - Design Proposal

- Preliminary Costing

Design Development - Finalization of Design

Contract Implementation Pre-Construction

Costing

- Site Clearing and Signboard Installation - Material Delivery

Tender

Construction

- Tender Documentation - Tender Notice - Tender Period - Results Evaluation - Award of Contract

1. Foundation Work 2. Structural Work 3. Building Work 4. Roofing 5. M&E Services 6. Architectural Interior 7. Landscaping

- Detailed Technical & Submission Drawings - Management issues

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Finalization Site Clearing Testing, Commissioning & Inspection Handling Over Insurance of CCC Close Out

9.0 Risk Analysis RISK NAME

LIKELIHOOD

SEVERITY

Project Design Risks Client’s satisfaction or objective not met

1/5

3/5

Preliminary design 2/5 5/5 not approved Project Management & Organizational Risks Exceeded project 3/5 4/5 deadline and scope of work Poor communication 2/5 4/5 between consultants Incompetency or inexperienced work Inaccurate cost estimation

2/5

3/5

3/5

4/5

Failure to comply stated agreement Construction Risks Unstable climate

2/5

4/5

3/5

4/5

Unsuitable equipment

2/5

3/5

IMPACT

MITIGATION STRATEGY

CONTIGENCY

Bad reputation and possibly project termination.

Project on hold until further amendments.

Communicate, negotiate, and make amendment to fulfill client’s expectation.

Check through and modify the inadequate design.

Modify or prepare a new scheme or design.

Conflicts between the team and may result in bad quality outcome.

Conflicts and misunderstanding might occur, low productivity.

Lack of teamwork, poor effectiveness.

Dissatisfaction of client , project on hold or project termination.

Bad reputation and possibly files lawsuits.

Prepare WBS and Gantt Chart to monitor work duration accordingly.

Calls for meeting for regular sharing and mutual understanding of works.

Regular meetings to identify and solve issues.

Bills of quantity are revised frequently.

Project manager has to produce detailed work flow with proper analysis.

Use alternative communication tools for clear direction of tasks.

Assign new workforce.

Clearly states the agreement and revise frequently.

Negotiate and allow flexibility of work.

Delay in construction works.

Delay in construction works.

Ensure proper plannings.

Elongate the working hours.

Project manager has to prepare alternative solutions.

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Check properly during meeting and revise on CCM.

Amend or propose a new design abide by DBKL.

Budget negotiation.

(Cont’)

RISK NAME

LIKELIHOOD

SEVERITY

3/5

4/5

1/5

2/5

Damaged material during delivery Additional requests from client Site safety issues

2/5

4/5

4/5

3/5

2/5

5/5

Delay of license or permit approval External Risks Environmental impact

2/5

4/5

4/5

Unstable political or market condition.

Delayed payment on contracts

Construction Risks Breakdown of machinery Damage on existing piping systems

IMPACT

MITIGATION STRATEGY

Delay in construction works.

Extra cost for replacement.

Prepare backup plans.

Increased construction cost.

Disruption of planned workflow and extra cost.

Lawsuits filed.

Delay in construction works.

Hire reliable supplier or transportation.

Propose alternative option to achieve maximum effective.

Emphasize safety rules and regulations on site frequently Ensure application from local authorities are done on time.

2/5

Interruption of related authorities.

Prepare schedule for certain construction process.

2/5

3/5

Project on hold.

Ensure stable client and stakeholders.

3/5

4/5

Cause conflict and destructive relationship between stakeholders.

Ensure regular payment on contracts are clearly stated.

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Acquire high accuracy from local authorities.

CONTIGENCY Elongate the working hours.

Report and prepare for reparation works immediately to avoid delay of works.

Replacement of materials.

Highlight critical paths via management tools.

Prepare sufficient aid kit.

Reschedule of works.

Request approval for construction during sensitive hours.

Discuss and negotiate with stakeholders for alternative solutions.

Seek alternative method of solution, refer to Construction Industry Payment and Adjudication Act (CIPAA).

10.0 Maintenance Strategy ELEMENTS

Furniture Office printers Tools and machinery Soil based farm Aquaponics farm Loading bay Refuse

FREQUENCY Twice a year Monthly Monthly Monthly Weekly Daily Weekly

Book collection Cleanliness Lab equipment Service lifts

Weekly Twice a day Daily Twice a year

Fire services Air conditioning Piping utilities Windows External walls Floor and ceiling tiles Roofing Landscaping Basement

Monthly Twice a year Twice a year Twice a week Annually Annually Annually Weekly Annually

STRATEGY Ensure well maintained furniture. Replace if needed.

Ensure quality printing. Repair if needed.

Ensure proper function and safety assured. Repair if needed.

Ensure sufficient and quality soil condition. Refill if needed.

Ensure quality and hygiene condition. Replace if needed.

Carry out cleaning job. Increase if needed.

Employ garbage collector (Alam Flora Sdn Bhd). Increase frequency if needed.

Ensure collections are up to date. Update if needed.

Carry out every morning and evening. Increase if needed.

Ensure proper function and user safety. Repair if needed.

Carry out inspection by specialist to ensure safe operation. Repair if needed.

Ensure the equipment are properly function. Replace if needed.

Ensure good air movement. Regular checking if needed.

Carry out inspection to prevent leakage. Repair if needed.

Carry out cleaning job. Increase if needed.

Carry out inspections to ensure minimal defects. Repair if needed.

Carry out inspections to ensure safety. Repair if needed.

Ensure no damage nor deterioration of waterproofing layer. Repair if needed.

Ensure softscape and hardscape are well maintained. Repair if needed.

Carry out inspection to ensure no damage. Repair if needed.

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ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Task Mode

15 16 17

18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44

Project: Project1 Date: Wed 12/6/17

Task Name

Duration

DESIGN DEVELOPMENT 162 days Briefing of project 1 day Analyze project brief 1 day Pre-Design 50 days Site analysis 30 days Feasible study 20 days Schematic Design 51 days Design proposal 30 days Preliminary costing 21 days Design Development 60 days Finalization of design 14 days Technical drawings 32 days Management issues 14 days CONTRACT 85 days DOCUMENTATION Detailed Drawing 30 days?

Finalized detailed 20 days drawings Drawing compliance 10 days with statutory and services Costing 20 days Preperation of BQ 20 days Tender 35 days Tender documentation 15 days Tender notice 5 days Tender period 5 days Result evaluation 5 days Award of contract 5 days CONTRACT 238 days IMPLEMENTATION Pre-Construction 73 days Site cleaning 40 days Signboard installation20 days Material delivery 10 days Construction 165 days?

Foundation work 30 days Structural work 50 days Building work 30 days Roofing 5 days M&E services 20 days Architectural interior 20 days Landscaping 10 days FINALIZATION 30 days?

Site Clearing 15 days Site Inspection 3 days Handling Over 2 days Insurance of CCC 5 days Close Out 5 days

Start

Fri 1/5/18 Fri 1/5/18 Fri 1/5/18 Sat 1/6/18 Sat 1/6/18 Fri 2/16/18 Fri 3/16/18 Fri 3/16/18 Fri 4/27/18 Sat 5/26/18 Sat 5/26/18 Thu 6/14/18 Sat 7/28/18 Tue 6/12/18

Finish

Predecessors

Mon 8/20/18 Fri 1/5/18 Fri 1/5/18 Thu 3/15/18 Thu 2/15/18 Thu 3/15/18 Fri 5/25/18 Thu 4/26/18 Fri 5/25/18 Thu 8/16/18 Wed 6/13/18 Fri 7/27/18 Wed 8/15/18 Mon 10/8/18

9/24

11/19

1/14

3/11

5/6

7/1

8/26

10/21

12/16

Tue 6/12/18 Mon 7/23/18 Tue 6/12/18 Mon 7/9/18 Tue 7/10/18 Mon 7/23/18

Tue 7/24/18 Tue 7/24/18 Tue 8/21/18 Tue 8/21/18 Tue 9/11/18 Tue 9/18/18 Tue 9/25/18 Tue 10/2/18 Tue 10/9/18

Mon 8/20/18 Mon 8/20/18 Mon 10/8/18 Mon 9/10/18 Mon 9/17/18 Mon 9/24/18 Mon 10/1/18 Mon 10/8/18 Thu 9/5/19

Tue 10/9/18 Tue 10/9/18 Tue 12/4/18 Sat 1/5/19 Fri 1/18/19 Fri 1/18/19 Fri 3/1/19 Fri 5/10/19 Fri 6/21/19 Fri 6/28/19 Fri 7/26/19 Fri 8/23/19 Fri 9/6/19 Fri 9/6/19 Fri 9/27/19 Wed 10/2/19 Fri 10/4/19 Fri 10/11/19

Thu 1/17/19 Mon 12/3/18 Mon 12/31/18 Thu 1/17/19 Thu 9/5/19 Thu 2/28/19 Thu 5/9/19 Thu 6/20/19 Thu 6/27/19 Thu 7/25/19 Thu 8/22/19 Thu 9/5/19 Thu 10/17/19 Thu 9/26/19 Tue 10/1/19 Thu 10/3/19 Thu 10/10/19 Thu 10/17/19

Task

Project Summary

Inactive Milestone

Manual Summary Rollup

Deadline

Split

External Tasks

Inactive Summary

Manual Summary

Progress

Milestone

External Milestone

Manual Task

Start-only

Summary

Inactive Task

Duration-only

Finish-only Page 1

2/10

4/7

6/2

7/28

9/22

11/17

2020