Project Scheduling and Management for Construction E-Book

David R. Pierce

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Serie: RSMeans
• Sprache: Englisch

Seitenzahl: 339

Veröffentlichungsjahr: 2013

Beschreibung

First published in 1988 by RS Means, the new edition of Project Scheduling and Management for Construction has been substantially revised for students enrolled in construction management and civil engineering programs. While retaining its emphasis on developing practical, professional-level scheduling skills, the new edition is a relatable, real-world case study that can be used over the course of a semester. The book also includes classroom elements like exercises, quizzes, skill-building exercises, as well as an instructor's manual including two additional new cases.

Leseprobe

Contents

Cover

Title Page

Copyright Page

Dedication

Preface

Introduction

1 Project Management Fundamentals

WHAT IS MANAGEMENT IN GENERAL?

WHAT IS PROJECT MANAGEMENT?

WHY USE PROJECT MANAGEMENT?

THE BENEFITS

VARIABLES THAT AFFECT THE PROJECT

THE PROJECT CONTROL CYCLE

INTRODUCTION TO CPM SCHEDULING

INTRODUCTION TO THE SAMPLE BUILDING PROJECT

SUMMARY

REVIEW QUESTIONS

2 Preplanning Investigation

IDENTIFYING KEY PERSONNEL

PROVIDING DATA TO THE PROJECT TEAM

CONTRACT DOCUMENT REVIEW

ESTIMATE REVIEW/ESTIMATOR MEETING

INITIAL PROJECT TEAM MEETING

PREPLANNING WITH OTHER PARTIES

SUMMARY

REVIEW QUESTIONS

3 Planning the Project

BREAKING THE JOB DOWN INTO ACTIVITIES

ESTABLISHING THE SEQUENCE OF WORK

SUMMARY

PRACTICE LOGIC PROBLEMS

4 Scheduling the Project

ESTIMATING DURATIONS

ACTUAL CALCULATION OF ACTIVITY DURATIONS

CALCULATING OVERALL JOB DURATION

ADVANCED CALCULATIONS

CALENDARS

SUMMARY

PRACTICE PROBLEMS

5 Publishing the Schedule

CHECKING THE FINAL SCHEDULE

KEY QUESTIONS TO ASK

TASKS THAT MUST BE PERFORMED IN ORDER TO PROVIDE THE RIGHT INFORMATION

TYPES OF CODING SCHEMES

SAMPLE REPORTS: OFFICE BUILDING

SUMMARY

REVIEW QUESTIONS

6 Monitoring and Controlling the Project

THE MONITORING PROCESS

MONITORING PROGRESS

TAKING CORRECTIVE ACTION

UPDATE PROBLEM EXAMPLE

SUMMARY

REVIEW QUESTIONS

7 Resource Management

HOW TO MANAGE RESOURCES

THE RESOURCE MANAGEMENT PROCESS

DEVELOPMENT OF THE RESOURCE PROFILE

ADJUSTING THE SCHEDULE TO IMPROVE THE RESOURCE CURVE

PRACTICAL ASPECTS OF RESOURCE MANAGEMENT

OTHER APPLICATIONS: EARNED VALUE

OTHER APPLICATIONS: COST-LOADED SCHEDULES

SUMMARY

REVIEW QUESTIONS

8 Procurement Scheduling

THE SOURCE OF THE PROBLEM

BASIC PROCUREMENT PROCEDURES

KEY ELEMENTS IN SUCCESSFUL PROCUREMENT

RECORD KEEPING AND TRACKING

ISSUES WITH SCHEDULING PROCUREMENT ACTIVITIES

REPORTING

FOLLOW UP ON THE INFORMATION

SUMMARY

REVIEW QUESTIONS

9 Line of Balance Scheduling

WHEN TO USE LINE OF BALANCE SCHEDULING

GENERAL TECHNIQUE

EXAMPLE PROBLEM

UPDATING A LINE OF BALANCE SCHEDULE

REVIEW QUESTIONS

PRACTICE PROBLEMS

10 Project Cost Control

PROJECT COST CODING SYSTEMS

SPECIFIC TASKS IN PROJECT COST CONTROL

OTHER COST CONTROL ISSUES

Appendix A: Vehicle Maintenance Facility Drawings

Appendix B: Vehicle Maintenance Facility: Activities, Logic, Codes, and Cost Data

Appendix C: Notes on Schedule Sequencing

Index

Cover Design: Wiley Cover Image: © 2012 Foreman Seeley Fountain Architecture

This book is printed on acid-free paper.

Copyright © 2013 by John Wiley & Sons, Inc. All rights reserved

Published by John Wiley & Sons, Inc., Hoboken, New Jersey

Published simultaneously in Canada

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Library of Congress Cataloging-in-Publication Data

Pierce, David R.

  Project scheduling and management for construction / David R. Pierce, PSP. — Fourth edition.    pages cm  Includes bibliographical references and index.  ISBN 978-1-118-36780-3 (pbk. : alk. paper)); ISBN 978-1-118-41717-1 (ebk); ISBN 978-1-118-42056-0 (ebk); ISBN 978-1-118-77955-2 (ebk)  1. Construction industry—Management.  2. Critical path analysis.  I. Title.  TH438.P464 2013  690.068′4—dc23

2013009450

Philippians 4:13

To Dr. Bill Barnes 1930-2012, an honored colleague to so many who worked with him to create the profession of construction management, and a special friend and mentor to the author for over 25 years.

Preface

This text is the product of the author’s 30 plus years of teaching and practicing the art of construction scheduling. The organization and content of the material is derived from experience in both teaching and practice, and is representative of what the author has learned about teaching scheduling in multiple classrooms and on many projects in several segments of the industry. More importantly, however, the content of the text contains much that the author has learned from colleagues throughout the country who have contributed so much the development of construction scheduling since its inception.

The book itself is aimed at two audiences. The first is those students in Construction Management and Construction Engineering programs who are taking a basic first course in the subject of CPM scheduling. The presentation and teaching materials in the various chapters come directly from what works in that environment. The second audience is practicing professionals who are interested in acquiring basic knowledge and skills in scheduling in order to improve their own job performance.

The teaching approach is built around an example project, which is representative of small-scale construction projects. The size of the project is deliberately such that it has some degree of complexity but is not so large that the level of detail detracts from learning basic principles.

Also the approach is designed as a step-by-step process that mimics the actual practice of scheduling as it should be done. Construction scheduling should be taught in a studio or laboratory class, so that students go through the decision processes that are essential for proper scheduling.

The project itself is a hypothetical vehicle maintenance garage, which services a small corporate vehicle fleet consisting of pickup trucks and light vans. The service bays contain standard vehicle-servicing equipment for that purpose. The building also contains office spaces and training rooms plus restrooms and other auxiliary spaces.

These features were designed into the building to allow a student to encounter see several different kinds of spaces, some semi-industrial, as well as finished commercial spaces. Also, the building contains a vertical element in the service pits, so that a student must think through the process of building upward as well as building horizontally.

The physical features of the building are “standard, ” for example, there are no unusual materials or building techniques involved so as not to create distractions from the process of thinking about scheduling.

In the sample schedule, it is assumed that the project is being built under the terms of a lump sum fixed-price contract, and that all zoning and building department approvals have been obtained. Also, the contract has a start date of Jan 2, 2013, and a completion date of the end of September 2013. All work is assumed to be subcontracted, thus creating a need for the use of activity codes in the schedule. It is also assumed that the specifications call for a cost-loaded schedule.

The reader should note that the drawings are not totally complete, mainly because of printing limitations. The drawings are, however, sufficiently detailed to allow development of a complete schedule.

ACKNOWLEDGMENTS

The author would like to express grateful appreciation to all the individuals and companies who contributed to the writing of this book by sharing their experience and knowledge over the course of the author’s career in construction practice and teaching.

Particular appreciation is due to Jerry Fountain, Teri Huling, and Dan Cook of Foreman Seeley Fountain, Architects, all of whom helped with the CAD drafting of Vehicle Maintenance Facility (VMF) project used in the text; Jeff Casey of Reliable Hydraulics, who instructed the author in the fine points of automotive service facilities and equipment; Alan Ezell of Industrial Air Conditioning, who devised the HVAC system for the VMF; Mike Guinan, who reviewed and critiqued the sample schedule; Don Davidson and Mark Snashall, of Inglett and Stubbs, who helped with the electrical design and estimate; John Famer, of the Beck Group who contributed advice on the scheduling process; Brian Scheiber, of Jacobs Engineering, who developed the Microsoft Project schedule output, and Gerardo Barillas, who contributed to the estimate for the VMF.

Introduction

Scheduling and management of a construction project is a three-step process that requires the involvement of all the parties on a job site. It demands that the participants look ahead at the work to be done, plan strategies for getting it done, and then monitor the work to ensure completion according to plan. Each step requires the commitment and dedication of all project team members. All are essential to the successful outcome of a construction project and to the long-term success of a construction firm.

The first step is establishing a plan of action for carrying out the construction work. This involves breaking the job down into a series of manageable subparts, deciding on an order of placement, and determining the time and cost for each part and for the job as a whole. This early planning process provides a “road map” to be followed by all individuals and companies on the job to finish the project on time and within budget. There is no one best plan for each project, just as there is no single correct estimated cost. There are only choices among possible plans. The task of the project manager is to make the right choices to ensure that a reasonable and effective plan is devised, one that reflects the intentions and desires of those who will be responsible for its accomplishment.

After the plan has been developed and accepted, it must be communicated effectively to all those on the job. The quality and effectiveness of this plan and the degree to which management personnel are involved in its development set the tone for the work itself. Once the job is under way and the plan is being carried out, events inevitably occur that will force changes in the job. To cope effectively with these events, the project manager must ensure that the second management setup is carried out.

The second step in project scheduling and management is regular monitoring of the job. This includes comparing the progress of the work to the original plan to see which aspects of the job are going according to plan, and which are not. To check progress, individual parts of the job are tracked to determine if they are completed within the time limits of the schedule. With information gathered from this tracking and monitoring, the project manager must find out where the job is off track.

Finally, in the third step, the project manager must determine the causes of any delays that have occurred, and then follow through. This means working with the personnel responsible for the job’s progress to ensure that corrective action is taken to bring the troubled parts of the job back into line. In order to do this, the project manager must involve all the working managers in the problem-solving process to determine causes and corrective actions. This process frequently involves replanning and aggressive follow-up. These actions are essential, however, if the job is to be properly controlled and a late and unprofitable finish avoided.

Construction projects are becoming more and more complicated, and a project manager’s work is becoming increasingly difficult as a result. Every tool a project manager can find to help manage the hectic process of building is one more asset that can help bring the project in on time. This book is intended to give the project manager one of those key tools—a technique that helps the project team to effectively plan the schedule and keep track of progress. If used as described, the techniques given here will give any project manager a significant head start.

The scheduling techniques covered are all based on the Critical Path Method (CPM) of scheduling, which has become the standard means of planning and keeping track of construction progress. Too many works on this subject simply show that CPM schedules are made up of activities and that network calculations are done thus and so. This book is different in that it shows the project manager how to think through the details of a work sequence the way it is actually done by experienced construction personnel, and it discusses the “nuts and bolts” of the process as real-world people actually do it. In that sense, it is short on theory and long on practice. Also, the techniques are demonstrated using a straightforward sample project that provides an excellent learning tool. In addition, sample computer output is provided, which is in keeping with modern practice. Up-to-date scheduling practices include the use of microcomputer-based software. This text includes samples from Microsoft Project to illustrate how modern computer programs can be used display schedule information.

The first chapter lays out the basic concepts of project management and scheduling and explains how they can be used to develop a scheduling system and procedures for a construction project. Also, Chapter 1 introduces the primary tool for accomplishing this, the Critical Path Method. Finally, a sample building project is introduced at the end of Chapter 1, and this project is used throughout the book to illustrate the principles of scheduling and the actual steps necessary to build a full project schedule and control its progress.

Chapter 2 identifies key project team members and spells out the essential steps for getting a project schedule started out on the right foot. The chapter discusses preliminary investigation that must take place to ensure that all relevant information is uncovered so that the schedule as developed reflects the full scope of the project.

A primary key to good scheduling and control is a thoroughly thought-out initial plan. Chapter 3 covers the tasks of planning the project, for example, breaking the project down into its component elements and tasks, and deciding on a sequence of work. Chapter 4 follows up with how to schedule the tasks—determining how long each part should take and how to calculate the overall time for the project. Chapter 5 then covers how the project manager can best display and use the information found in the schedule.

Since all projects encounter difficulties and often changes in plans, a primary task of a project manager must be to identify these problems early and take corrective action, Chapter 6 deals with how a project’s progress can be monitored and how action can be taken to bring the project back on track.

In addition to time and schedule, project managers must also be concerned with how to manage the resources used for the project. Chapters 7 is, therefore, included to show the basics of how a Critical Path schedule can be used to plan and track resources, as well as how to use the schedule to adjust workload to use resources more efficiently. Chapter 8 covers how a schedule can be used to plan, track, and control the procurement process and its inevitable paperwork.

Chapter 9 covers linear scheduling, which is used for projects that are long and continuous, and that are difficult to schedule using traditional CPM techniques. Chapter 10 covers the techniques used for dealing with construction costs, especially labor costs, which tend to be the most difficult for contractors to monitor and control.

Finally, the appendixes of the book include a drawings and other information about the sample project in Appendix A. Appendix has detailed information about the sample schedule, including Activity IDs, original durations, predecessors, activity codes and earned values. Appendix C includes additional sample schedule output, and Appendix D includes helpful hints about the realities of logic development.

1

Project Management Fundamentals

The goal of this book is to help the reader become a more effective construction project manager, or to help a construction company carry out more effective project management and control. A major element in the process of project management is scheduling the work of the project, and then keeping it on track and on time as the project unfolds. This book is devoted specifically to that part of the project management. However, if we are to schedule as effectively as possible, it is important for us to understand the underlying principles of management as they relate to project management generally and scheduling specifically. These general principles form the basis for specific tasks we must execute as we schedule and control a project. The following chapter is, therefore, aimed at helping the reader understand these principles as a starting point for subsequent chapters.

WHAT IS MANAGEMENT IN GENERAL?

The general principles of management are probably one of the most widely known subject areas in the modern world. The concepts involved in managing enterprises of all types, whether in business or government, are of intense interest to individuals working at all levels of organizations all over the world,

The question is: What are these principles and how can they be useful to those of us who manage construction projects? To develop a set of tools that can be useful for us, we should look at a basic general definition of management and work forward from basics to specifics.

To begin with, a basic definition: “management is the process of planning, organizing, directing, and controlling.”

The concepts contained in this definition are so well known that a web search for these exact words yields over 4, 750, 000 “hits”!

We can further extend this definition by looking at the specific concepts contained within it. The ideas that are most important to us for purposes of schedule and control construction project are these:

GoalsProcessPlanningControl

At the very beginning, we recognize that goals are always involved. In a philosophical sense, without a set of goals, there is no point in even taking actions. In practical terms, a construction company or manager must have profit as an overall goal, and completing the work on time is an essential part of meeting profit goals. Establishing smaller and more focused short-term goals is a very important part of the overall task of project management.

Process can be defined as a set of continuing systematic actions over time. The management process must be carried on continually throughout the life of the job or company. Management must be done in a systematic way, which means an orderly, regular, and dependable way, using a set of established procedures or methods.

Management also means that decisions must be made in order to achieve the goals of the project or company. These decisions must be made rationally, that is, based on facts, not hunches or inaccurate information. One of the primary reasons for setting up a systematic, orderly method of management is to deliver accurate, timely information to the decision makers on the job.

Once a sound project management system is in place, the project manager may use it to carry out the more specific functions of planning and controlling.Planning can be defined as deciding what tasks must be performed to accomplish the goals of the project. This means establishing realistic schedules and budgets, coordinating resources to get the work done, and most importantly, making sure everyone knows what the plan of action is.

Controlling is the final action in the management process. To achieve and maintain control, the project manager must monitor the progress of the job. When short-term goals are not being met, the project manager must take action to get everything back on track.

WHAT IS PROJECT MANAGEMENT?

While these fundamental ideas can form a basis for our management practices, we still have to translate them into more specific terms and actions. The tasks in the following list grow out of these concepts and are the focus of this book.

1. First, we must establish and focus on goals that will be general at first, then increasingly specific and job-oriented as we plan the work.

2. Second, we must establish an effective management process that will operate in a systematic manner.

3. Third, we must use this management process, or system, to make the best possible decisions coordinating the work of our project, and then continue planning and controlling the work throughout the life of the job.

Having defined the three major project management tasks, we can begin to focus on the more specific jobs of the project manager.

Setting Goals

The first task of the construction project manager is establishing goals. Many goals have already been set by the project estimate and contract documents. A primary purpose of the estimate is to arrive at a cost for the project, while the contract establishes the time required for completion. Neither of these goals—cost or time—can be altered in any significant way by the project manager. However, the project manager can set intermediate goals for the construction process, goals that meet the ultimate requirements of cost and time.

Creating a Project Management System

After setting goals for the project, the next task of the project manager is to establish control through an effective management system. There are two approaches to project management. They are: (1) proactive—aggressive management ensuring that the job proceeds as planned by the manager, or (2) reactive—spending money and reacting as events occur and letting circumstances run the job. The latter, reactive scenario tends to occur if the manager fails to set up a properly organized, thorough, and methodical management system. This approach almost certainly guarantees that a job will overrun time and budget allowances, and generally cause much grief to all concerned.

The management system should be designed to address the following elements:

Time: A plan of action must be established to ensure the work is done in the correct order or sequence and within the time allowed.

Cost: The work must be performed efficiently if the contractor’s goals are to be met.

Resources: It must be determined in advance when and how much of each resource (such as particular categories of labor, equipment, or materials) is needed to do the work. One must then ensure that the resource is provided when and where needed. Resource management supports the effort to control time and cost. The information used by the project manager to perform this task is developed from the time and cost information data.

Finances: Ultimately, time and resources translate into dollars. Thus, the financial control function means accurately predicting the amount of cash needed to support all the work done on the job.

Managing the Project

The third task of the project manager is to manage the project as it proceeds, using the project control system to best advantage. In the simplest terms the project manager must know if the project is heading in the right direction to meet its goals? Project control is best illustrated as a feedback loop, shown in Figure 1.1.

Figure 1.1Basic feedback loop

Managing the project begins with the input of data on labor, materials, and equipment—the resources used to build the project. As the work is performed, the output, or productivity, is measured to see if it is meeting the goals set for the project. If it is not, corrective action must be taken.

Project control can be illustrated by comparing it to a feedback loop used in machine control. For example, a cruise control on a car measures the speed of the car, compares it to the preset speed, and if there is a variation, either adds or reduces throttle to return the speed of the car to the preset limit. If the cruise control fails to function properly, the car either takes a long time to reach its destination or the driver gets a ticket. Using feedback to manage and control a construction project, however, requires a few more steps. The project manager must perform the following tasks.

Plan: Realistic, usable schedules and budgets must be established for all phases of the job. These guidelines will serve as a “blueprint” for building the job. The schedules and budgets should be based on the original estimate and contract requirements. They must reflect the commitment of the people who will have to carry them out.

Communicate: Once developed, the plans must be communicated clearly and effectively to the people who will be executing them. Emphasis must be placed on providing clear, usable visual displays, particularly for scheduling. It is also wise to recognize that the professionalism shown by the project manager in planning and communicating on the job site has a very real effect on employee morale and effectiveness. A sloppy plan, poorly organized and executed, gives employees the impression that they work for a slipshod organization. Pride in their work will be affected accordingly.

Monitor and control: After the plans have been developed and communicated, they must be carried out by project personnel. Realistically, some unexpected events could interfere with the original plan. If this occurs, the project manager must take steps to ensure that the project goals are met. This means taking action to bring the job back in line with the original plan, or revising the plan to fit the new situation.

If the project manager is to effectively deal with delays, the management system must provide him or her with the most current information. This monitoring function involves collecting data on time and cost, and comparing this information to original projections.

Once the project manager is aware of the current job status as compared to the original plan, actions can be taken to meet the original goals. These actions can range from adding more crews to speed up sheetrock installation to completely changing the installation sequence of complex formwork.

Two other points should be made about the feedback loop. First, construction job sites can be very busy places, with many activities going on at one time. Therefore, it is important that the management system be exception-oriented. That is to say, the system should be designed to specifically point out those items that are at variance with the plan, and to essentially ignore those that are proceeding on schedule. Without an exception-oriented system, the project manager is in danger of being overwhelmed with detail, while key areas may be overlooked.

Second, the information provided must be timely, so that problems are caught and recognized early in the game. Problems on a job tend to worsen at an accelerating rate. It is important to catch them before they have a chance to become major disasters.

The key to monitoring and control by project management is making frequent checks of job status and, if necessary, taking action to ensure that the project’s goals are met. Failing in either checking or acting will result in a failure to meet the project goals.

WHY USE PROJECT MANAGEMENT?

In the previous sections, we have recommended an overall strategy for project management and control. There is still, however, some feeling in the construction industry that all these management procedures and paperwork is not really necessary—that one can monitor the job effectively enough by walking around the site to ensure on-time completion and a profit. After all, that has been the way superintendents have managed construction since the time of the pyramids. In reality, the current state of the construction industry is such that more effective techniques for control and management on the job are essential.

The recent history of some construction projects is sadly one of the reasons why old methods of project control are no longer effective. Today’s construction projects are complex and very different than in the past. For example, building environmental control systems have replaced simple heating systems. Structures may now consist of high-, early-strength, post-tensioned concrete floor systems with shear walls, where we once had simple flat slabs and columns. Windows have become complete “exterior enclosure systems.” This means a greater variety of jobs to be done, and a greater percentage of subcontractors. Architects and owners have a much wider range of materials and systems to choose from; thus, very few projects are the same.

The increased variety of construction materials and methods has generated more detail than can be managed effectively by one person. In the past, one individual could carry out most of the management tasks since only the basic trades were involved, there was an architect and an owner, and the contract was straightforward. Today’s project manager must coordinate specialized subcontractors and work with design specialists who are, in effect, subcontractors of the architect. Many regulatory agencies have also entered the picture. The total management work load has increased to the point that a team with a comprehensive, well-designed system of control is essential. Contractors who attempt to deal with this new situation in the same old ways have encountered enormous problems.

At the same time, owners who purchase construction services have found themselves operating in business environments that are more difficult than before. Many of them now face rapidly changing markets and have had to adopt new computer-based management systems. These companies now insist that contractors who build their projects adopt some of the same kinds of methods and show they can also operate effectively in a fast-paced environment. A contractor not using up-to-date methods is at serious competitive disadvantage. In some cases, owners have even dictated operating methods to contractors. The demands of clients provide yet one more good argument for good project controls.

Good project controls can help keep us out of the legal arena—first by making it more likely that we will perform better, thus reducing the reason for legal action—and second, by providing us with a better set of documents with which disputes may be more easily resolved.

THE BENEFITS

Having reviewed today’s situation and having seen the need for an improvement in management, the question arises—why use scheduling? Above all, it should be used because it has proven effective on construction jobs. In particular, the use of critical path method (CPM) scheduling (and the implementation of this method using computers programs) is clearly both workable and cost-effective.

While a computer and good control systems are not a panacea and will not do the manager’s job, they are very helpful in providing a way to set up target plans, track events on the site, and examine alternate ways to correct the schedule of work in the event of deviation from the original plan. A good control system is especially helpful to the manager in pinpointing the problem areas and, therefore, helps to manage and reduce the information overload. While such an approach may not guarantee success in terms of cost and time, the intelligent use of control systems definitely increases the odds that success will follow the project manager’s efforts.

Better Organization

One of the benefits of using good management systems is that they encourage, or even force, better organization and planning. This is a vital influence since one of the biggest failures of managers in the construction industry is a lack of planning. Effective monitoring and control must start with a workable plan. It has even been said that 75% of the value of creating a CPM schedule is the initial planning that must accompany the process. This statement may be an exaggeration and probably reflects the fact that people in the field sometimes tend to be less rigorous about updating and monitoring a schedule as the project progresses. Nonetheless, a well organized initial plan starts the job off right.

Using control systems also forces the manager to look at how all of the available resources will be assembled and used. It encourages better purchasing and timing, and reduces wasted motion.

A Good Basis for Coordination

A major problem for many contractors is subcontractor scheduling and coordination. A big part of the solution is communication. If the project manager and superintendent maintain an up-to-date schedule and require the subs to attend regular job schedule meetings, all the parties on the job will be operating from a base of common agreement. Also, the regularly scheduled meetings encourage subcontractor participation in the scheduling process. This participation promotes a sense of commitment to the project.

In general, better coordination benefits all of the parties to a project—the owner, contractor, designer, and subcontractor. Delays are prevented rather than reacted to, costs are contained early, claims prevented or resolved earlier and more amicably. The result is a better profit for all.

Management by Exception

As noted, a major challenge for today’s project manager is tracking vast amounts of detail. Computers provide an advantage as they are very good clerical and record-keeping devices. Most of the computer-based management systems used today take advantage of this capability, and promote the exception-based management approach. The systems can be set up to track all work but report only those elements of job progress that deviate significantly from the original plan. This leaves the project manager free to devote his or her construction knowledge and skill to the problem areas, leaving the on-schedule areas to proceed to completion.

Another key point in a computer-based management system is providing early detection of problem areas, thus helping to prevent unpleasant surprises. This early detection is critical to correction since, as we all know, problems on construction sites never get better without attention; they only get worse.

Better Decision Making

A good, up-to-date management system and the associated techniques will in all cases provide the basis for better decisions on the job. Accurate information is an absolute necessity for sound decisions. Such a system should be designed to display the essential data and to weigh the effects of alternate plans of action. Many experts suggest that a better term for project control systems is management information systems. Regardless of the name applied, a good system properly used should result in better decisions, and thus, better results.

VARIABLES THAT AFFECT THE PROJECT

While the benefits of project management are clear, it must be noted that a good project management system—whether manual or computerized—cannot be implemented without an investment of money and time on the part of corporate management. It is, however, an investment that brings a definite and positive return. It is certainly worthwhile to review some of the common problems associated with developing better project management. Forewarned, one can at least minimize these problems. Later chapters of this book will cover the procedures and possible pitfalls in more detail.

Personnel

In any change, people must be the first consideration. First, the installation or development of new project management techniques must directly involve the people who will be responsible for the results. Probably the worst possible approach is to simply choose a technique or system, and say, “you will use this system.” The people involved should be recognized as knowledgeable, competent, and concerned about their job performance. Their professionalism will also be helpful in choosing and operating any new and better procedure. They must be brought into the decision making and changeover process.

Job-site personnel may be somewhat intimidated by new methods. For example, a superintendent may fear that a new scheduling or cost system will have the home office constantly looking over his shoulder. Or a project engineer may feel uncomfortable with a new, unfamiliar system, fearing failure due to lack of knowledge. The solution to these kinds of problems lies in: (1) dealing honestly with the persons involved, with an emphasis on team improvement and the removal of threatening elements, and (2) training, which will clearly demonstrate the company’s commitment to improvement and willingness to continue investing in its employees.

Cost and Organizational Concerns

The project manager must recognize that implementation of better management techniques will cost real dollars and will require some organizational changes and adjustment. As previously noted, the benefits justify the investment of time and money, however.

Organizational changes clearly involve people. To begin with, any improvement in the system must start with the wholehearted commitment and backing of the company’s management. Without it, it is difficult for a single project manager to undertake significant improvement in techniques.

It is also important that company management approach the problem professionally. If, for example, the company president’s attitude toward installing and developing a new project control system seems sloppy and half-hearted, company personnel will perceive that the president does not really care about good project control. The development of a better project control system is probably doomed from the start in this circumstance, since the people who have to carry the work out will not devote anything like their best effort to a project that they feel the president will not reward.

Another organizational concern is inflexibility, or rather the fear of it, among construction people. The personalities who do well in the construction field are traditionally self reliant and individually competent. They prefer to work with little supervision and to be judged on results, not methods. Also, most field supervisors have more than a few good ideas themselves, which they are willing to share with upper management. A new technique or method should, therefore, be flexible enough to allow for this kind of individual approach in the field. The emphasis should be on making the burden as light as possible for the field, with the information as accessible and usable as possible.

One final note concerns the importance of communications. When new procedures are being discussed and changes are in the wind, rumors are inevitable and may hurt morale and cripple the effort to change for the better. Such rumors are best countered by full and open disclosure to project personnel whose lives and professions are directly affected.

THE PROJECT CONTROL CYCLE

So far, we have discussed planning, organizing, plus monitoring and controlling, functions that are at the heart of the project manager’s job. These concepts can serve as a model for setting up the specifics of operating our project management system, including our most essential tool—the feedback loop (see Figure 1.1). This basic feedback loop does not, however, cover all of the details that must be dealt with on an actual project. The Project Control Cycle, shown in Figure 1.2 and discussed here, illustrates the practical workings of project management.

Step 1: Set Initial Goals

The first step in the project control cycle is setting initial goals. This step typically occurs before the job is even awarded to the contractor. The initial goal is generally no more than a profit goal for the project, in the form of an estimate. Regardless of whether that estimate is conceptual or fixed, or something in between, it serves as a limiting factor, along with the time allowed in the contract documents. Simply put, no future budget for construction should exceed the costs anticipated in the estimate, nor can the time planned in a schedule exceed the number of days permitted under the terms of a contract. The detailed development of estimates is not within the scope of this book. However, using the estimate and contract documents to develop the intermediate goals and job plans is covered in subsequent chapters.

Figure 1.2Construction Project Control Cycle

Step 2: Establish Job Plans

This second step, establishing job plans, typically occurs after the job has gotten under way, and crews and equipment have moved onto the site. It may not seem advisable to start without a control mechanism completely in place. However, initial conferences will typically have been held during the period right after contract award. Information gleaned during this time may provide a good basis for initial decisions. Such decisions are later developed into detailed job plans.

Establishing job plans for scheduling is done in a three-step process. First, the overall job is broken down into workable parts or activities. These activities can be analyzed and planned independently for maximum efficiency. Second, the activities are strung together in a realistic order of work, which is then converted into a logic diagram, or network. The third and final step involves network calculations to determine at what time and on what dates each activity should occur. The final result is a comprehensive plan which serves the following two functions: it is a guide to action by all those involved with building the job, and it can later be used to effectively cope with the inevitable changes that will occur.

Step 3: Monitor Progress

After the job is under way and detailed plans have been drawn up in the form of a budget and schedule, the job-monitoring system must be established and used by the project managers. The first part of this process is carried out on the construction site at regular intervals, and involves monitoring the actual events that occur on the project, to be compared with the schedule later in the cycle.