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Design & Construction Process Design Development Overview Scope Schedule Budget Roles & Responsibilities   Meetings Moves End of Phase Reviews Equipment Procurement Telecom/Desktop Interface Overview Design Development takes the layout agreed upon in Preliminary Design and develops it with more detail. This phase is the intense working out of all major design components of the project. There is often heavy User involvement to be sure that all needs are met by the design. All key details are developed and defined. All key design decisions are made and agreed upon by the end of this phase of work. Scope The agreed upon and authorized scope during Design Development must be adhered to. PM&C will work with the Design Team during the Design Development phase to keep scope in line with the initial approval plus any changes incorporated during Preliminary Design. Any changes to the agreed upon and authorized scope of the project must be approved by the Project Manager with all consequences for schedule and budget understood and accepted by the project funding source. Schedule Schedule impacts will be monitored throughout the Design Development phase and shared with all parties. Any changes to the agreed upon and authorized schedule of the project must be approved by the Project Manager with all consequences for scope and budget understood and accepted by the project funding source. Budget The authorized budget shall not be exceeded. Budget impacts will be monitored throughout the Design Development phase and shared with all parties. As changes in the scope and schedule of a project will impact budget, an estimate will be prepared at the end of the Design Development phase to verify that the project remains within budget. The budget must be reconciled with scope prior to proceeding with the next phase of design. Roles & Responsibilities Key to the delivery of a successful project is that all players work as a team. PM&C puts together a team that will take a proactive approach to the interface with the User and all Yale stakeholders. The team will embrace the scope, schedule and budget and be responsible to keep these three parameters in focus when making decisions regarding the project design. In order to achieve a successful project, the Design Team must get input from, and coordinate with, a number of different groups. These groups include Yale representatives from Building Services & Operations, the Office of Environmental Health & Safety, the Yale Fire Marshal, Yale Telecom, Yale Security, Client Support, and in addition, the New Haven City Officials. In general, everyone can talk to everyone else, but the Project Manager must know about all communications via minutes or memos from the team members, reporting the interaction. The Project Manager must be thoroughly informed of every aspect of the project, as the Project Manager is responsible for its ultimate completion. Therefore, no decisions can be made without the Project Manager's approval. The Project Manger is the point person for the project and questions and concerns should be directed to the Project Manger. The Business Manager plays an important role in the progress of a project. The Business Manager becomes an important liaison between the Department and PM&C. Below are summarized the key responsibilities of the Departmental Business Manager on a typical project: Needs to be able to state Department's needs on many issues. (All Phases) Acts as a filter for desired changes. (All Phases) Acts as interface with faculty on design issues. (Design Phases) Prime department contact regarding furniture: Meet with furniture supplier to determine furniture needs, be aware of budget and coordinate Department needs. (Design Phases) Helps manage expectations of users via budget, scope and schedule. (All Phases) Coordinates the review of drawings during the review periods and insures timely responses. (Design Phases) Puts in request for Ethernet via ITS-Med Client Support and sends request to Project Manger for charging instructions. Is responsible for contacting, coordinating, and working out all the details of data connectivity with Client Support. (Construction Phase) Puts in request for telephones via TSR to Telecommunication and sends to PM for charging instructions. Provides list of users and desired numbers and locations, etc. (Construction Phase) (see Interface with Telecom) Signage: Constructor will order signage modules as per specifications. Business Manager shall coordinate and order inserts for the modules. Business Manger will provide list of the occupants, titles etc., fill out work request and forward to PM for charging instructions and Project Manager will forward to Copy Center. (Construction Phase) Put in Work Request via Project Manager to Physical Plant for keying: Meet with locksmith to determine functions. (Construction Phase) When space to be renovated is not yet ready for Constructor (i.e. vacated and cleared): Determine the location of saved equipment (Construction Phase) Obtain safety clearances for the space to be renovated. (Construction Phase) Coordinate moves (Construction Phase) Lead the effort to find swing space. (Design Phase) Meetings The Design Development Kickoff Meeting initiates the Design Development phase of work. All project participants are present and the meeting provides the opportunity for all team members to review expectations for the upcoming time period and phases of work. The Design Team will review comments on the previous phase, schedule the next series of meetings on specific topics and begin the design process of the next phase of work. Moves Prior to construction start if the area of the project is occupied it is required to move occupants out to a temporary location. The temporary location or "swing space" must be identified early on in the design process so moves can be accomplished in a timely manner for construction to start as scheduled. The moves of department personnel are coordinated and implemented by the Department Business Manager. Costs for the move of occupants and any fit up required in temporary locations to accommodate moving occupants will either be carried by the Project or by the Department. Cost responsibility for moves must be determined at the start of the project. End of Phase Review It is important to punctuate the phases of the project by bringing closure at the end of each phase to re-assess the status of the scope, schedule and budget. At the end of each phase, documents are submitted and distributed to appropriate parties for review. Comments will come from all the project participants and the Design Team will respond to the comments promptly. It should be noted that a project cannot proceed to the next phase if the scope, schedule, and budget are not within the project limits. Equipment Procurement By the start of Design Development all requirements concerning equipment will have been clearly established from the Preliminary Design Phase documentation of new and existing equipment. During Design Development the equipment schedule, which documents key requirements of all equipment, will be updated as required. As equipment information will be provided by the users/department, they should be aware that any changes to the equipment schedule should be noted quickly to avoid potential confusion/complications regarding new and existing equipment. Telecom/Desktop Interface Interface with ITS-MED Client Support (network/data): The Project Manager will keep Client Support informed of the project to insure communication and coordination on data issues. A representative from Client Support will be present at the Preliminary Design kick-off meeting to get an overview of the project and schedule, will be present at Telecom/Data meetings and will receive a copy of the telecom/data/power drawings at the end of each phase (Preliminary Design, Design Development, and Construction Documents). The occupant/user is responsible for contacting, coordinating, and working out all the details of data connectivity with Client Support directly. Interface with Yale Telecom: The Project Manager will keep Yale Telecommunications informed of the project to insure communication and coordination on all telecom issues. A representative from Telecom shall be present at the PD Kick-Off meeting to get an overview of the project and schedule, will attend all Telecom/Data meetings and will receive a copy of the telecom/data/power drawings at the end of each phase (phase (Preliminary Design, Design Development, and Construction Documents). There are potentially four types of Telephone Service Requests (TSR's) that may need to be submitted to Yale Telecommunications. These types are: For an estimate of installation for a given project (submitted by PM&C and costs paid for by the project); To authorize existing Telecommunications wiring be removed from the project area during the demolition phase of the project (submitted by PM&C and costs paid for by the project); To authorize the installation of new Telecommunications pre-wiring during the construction period (submitted by PM&C and costs paid for by the project); To authorize handsets be supplied, transfer established phone numbers to new locations and establishing new phone numbers for a newly installed location. (Initiated by the Department and paid for by the Department, not by a project). Last modified: July 25, 2001. (JM) Copyright ©2005 Yale University School of Medicine, Department of Facilities Construction & Renovation . All rights reserved. Comments or suggestions to the site editor. Home URL: http://info.med.yale.edu/ysm