PM Design Phase Tasks

[michaeldaydayup]

1. Establish design team & Roles & Responsibility (R&R)
2. Establish the design brief & communicate
3. Confirm submissions and approvals required & responsible party
4. Establish and agree design programme
5. Monitor progress against brief and programme & report
6. Manage Client review process
7. Gain Client sign-off

[michaeldaydayup]

1. Establish R&R
   Establish design team & Roles & Responsibility (R&R)
   Identify required consultants for the Project & agree tender lists
   Issue an Expression of Interest (EOI)
   Prepare a Request for Proposal (RFP) for consultancy services with clear and coordinated scopes
   Assess responses and recommend to client for them to engage appropriate consultants on agreed contract
   Conduct an initial Kick-off meeting with the Client & design team
   Clearly document and communicate R&Rs

[michaeldaydayup]

2. Establish the Design Brief

Gather Client: -Requirements, Objectives, Budget, Timings, Site Conditions
Involve all consultants / disciplines
Identify early all risks and manage accordingly
Document, issue and maintain

[michaeldaydayup]

3. Submissions and Approvals
   Understand the submissions and approvals required

• Who to?
  Government
  Local Authorities
  Landlord
  Utilities
  Other statutory bodies e.g. heritage

• Who Can?
  Which consultant
  Specialist License required
  Cost
  Availability

• How long?
  Impact on programme

• Risk?
  Impact of missing / delayed approval

[michaeldaydayup]

4. Design Programme
   Establish, agree and communicate design programme
   Ensure the programme includes time allowance for: -

• Sufficient design durations – engage with design team
• Design review / Coordination activities
• Peer reviews
• Value Engineering reviews
• Cost and Whole Life Cycle Costing reviews
• Client review and sign-offs at agreed milestones
• Statutory submission requirements / dates
• Define long lead time items and required order dates
  The programme will change – we must manage to agreed end date

[michaeldaydayup]

5. Monitoring & Reporting
   Monitor progress against brief and programme

• Ensure design reviews refer to Deign Brief requirements
• Conduct VE sessions to align requirements
• Check the programme / schedule is on-track Check quality of documentation

Report to client / appropriate stakeholders on design status, progress and risks instigate corrective measures if necessary

[michaeldaydayup]

6. Client Review process
   Manage Client review process
   Client Review typically for:

• Feasibility stage
• Concept Design
• Detailed Design
• “For Tender” documentation
• “For Construction” documentation

Instigate formal process such as presentations, meetings and reviews and document

[michaeldaydayup]

7. Client sign-off
   Vital for Project success – can be via: -

• Signed drawings / Reports
• Email / written agreement
• Verbal agreement – formally recorded back to the Client

Recording Client sign-off is a vital activity for protection for the project and the PM - Do not let the Client dodge this!