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| Routine Custodial and Maintenance Issues 785-4620 Routine Leased Space Custodial and Maintenance Issues 785-3273 |
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| Construction Documents |
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Overview
Scope
Schedule
Budget |
Roles & Responsibilities
Meetings
End of Phase Reviews
Early Demolition |
Overview
The Construction Documents phase takes the design as developed and finalized during Design Development and documents it for construction. This is not a phase where design occurs per se as all major design issues have been determined in Design Development allowing the team to spend time on proper documentation. Details are further refined as construction issues are addressed. The main emphasis of this phase of work is to verify that all the information is on the drawings and in the specifications so that the project can be bid for construction. Clarity and completeness is key to avoid costly changes while in construction.
Scope
The agreed upon and authorized scope during Construction Documents must be adhered to. PM&C will work with the Design Team during the Construction Documents phase to keep scope in line with the initial approval plus any changes incorporated during previous phases. 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 Construction Documents 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 Construction Documents phase and shared with all parties. At the end of this phase the Constructor will put the project out to bid. As changes in the scope and schedule of a project will impact budget, the bid will reflect any changes and will be checked to verify that the project remains within budget. The project construction cost as reflected in the Constructor's Guaranteed Maximum Price (GMP) must be reconciled with project's construction budget prior to proceeding to the next phase of the project: Construction.
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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:
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- 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)
- 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)
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There are less meetings typically in the Construction Document Phase that require the involvement of the users as the emphasis of the phase is documentation of the design decisions made in Design Development. Meetings will be scheduled as required.
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 the all 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. The difference of this phase of review as far as budget goes is that the Constructor at this point actually bids the project rather than estimates the project construction costs.
Early Demolition
Often as part of this phase of work demolition is carried out as a pre release of Construction so that the Design Team can more clearly identify field conditions. This is true for many projects at Yale School of Medicine as they are often renovations in older buildings that have seen many years of modifications that are not always apparent or documented. This early demolition streamlines the construction process and makes the construction bids more competitive. Early demolition identifies potential problems early so they can be addressed during the design phase of the project and not during the construction phase when changes are costly and impact schedule. With early demolition, bids are more accurate and generally lower as there is less contingency built in for unknowns.
Last modified: July 25, 2001. (JM)
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