Project Management for Architectural Design Firms Flashcards by CHRISZELLA MARIE ACLAN

involves utilizing
procedures, techniques, and expertise to
achieve project goals, requiring diverse talents
such as strong people management, business
acumen, and technical skills.

Project management

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manage building
design, construction, safety, environmental
compliance, and contract writing, requiring
creativity, organization, leadership,
communication, analytical skills, and CAD
technology for successful project execution

Architectural project managers

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RESPONSIBILITIES OF A PROJECT MANAGER

Planning
Hire, fire, and supervise
Set goals
On time
Stay on budget
Keep your boss and client on the loop
The dispute manager
Draft contracts
Manage risks

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IMPORTANCE OF PROJECT MANAGEMENT

Ensures Smooth Execution of Projects
Helps Meet Project Goals
Improves Communication and Collaboration

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ensures timely completion,
budget compliance, quality standards, safety, and
collaboration among stakeholders. It involves
selecting policies, scheduling tasks, and allocating
resources within budget and timeframe

Project planning

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involves selecting suitable
policies and techniques, establishing investment
readiness, and creating a detailed plan with
objectives, scope, costing, hazards, and timeline

Project planning

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involves estimating resources,
materials, and time for each stage, identifying
start and completion dates, assigning tasks within
budget, and directing the team to achieve project
success.

PROJECT SCHEDULING

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PROJECT SCHEDULING TOOLS

Task-list
Work breakdown structure (WBS)
Gantt Chart
Simulation
Critical path method (CPM)
Program evaluation and review technique
Fast-tracking
Crashing

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graphical representation of project steps,
aiding in scope division, cost assessment,
resource planning, and scheduling
procedures.

Work breakdown structure (WBS)

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a basic project schedule that
outlines activities, responsibilities, and
deadlines, suitable for minor projects but not
ideal for complex ones

Task-list

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Horizontal bar charts visually display project
schedules, tracking activities over time, but
may be problematic for extensive projects
with interdependencies

Gantt Chart

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a versatile tool for creating
schedules, estimating project duration, and
adjusting timelines as the project progresses
due to risks and uncertainties

Simulation

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a
strategic planning tool for complex projects,
identifying the longest series of tasks and
determining the earliest completion date.

Critical path method (CPM)

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predicts job times using
weighted averages, enhancing timetables for
complex tasks like research or IT, and displays
project timelines, milestones, and
communication using Microsoft Excel.

Program evaluation and review technique (PERT)

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Altering the project timeline to
accommodate additional tasks can expedite
the project but also increases the risk of
errors and subpar quality.

Fast-tracking

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The task requires exceeding the anticipated
resources or adding team members,
potentially increasing the budget

Crashing

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a project management
strategy that involves altering activities,
schedules, or allocation to reduce resource
requirements, but it may lead to schedule and
expense overruns.

Resource Leveling

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A project manager knows that
one of the most important
duties is to estimate the costs
and budgets for projects.
Without accurate estimates, it is
nearly impossible to ensure that
a project stays on track and
within budget

PROJECT BUDGETING
AND ESTIMATING

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the process of predicting the
cost of a project and then
allocating funds accordingly.
This aspect of the planning
process allows project
managers to identify potential
risks, allocate resources, and
plan for contingencies.

Cost estimation and budgeting

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There are several key elements that must be considered when
estimating the cost of a project. Accurate cost estimates for
each of these elements are essential for developing an accurate
overall estimate for the project. These include:

Materials
Labor
Overhead
Equipment
Permits
Fees
Taxes
Contingencies

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Refers to how cash flows in and out
of an organization in regard to a
specific existing or potential
project

Cash Flow Projections

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includes
revenue and costs for such a
project. Experts sometimes call
________ relevant cash
flow, which refers to when a
company is still deciding whether a
project is worth its time.

project cash flow

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includes cost
estimates for a project, as
well as a schedule of when
you will incur those costs.
This forecast also displays
the project’s revenue and a
schedule of when you will
receive that revenue

Project Cash Flow
Forecast

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allows you to look
closely at the cash inflows and outflows
associated with an existing or potential
project.

Project Cash Flow Analysis

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Details to consider when performing a project cash flow analysis

Sunk Costs Initial Investments Relevant Cash Flows

These are costs that your company incurs whether you take on a project or not.

Sunk Costs

These investments refer to the cash outlays for the equipment and other assets that you need to execute a project.

Initial Investments

These are the revenue and costs that occur due to a project

Relevant Cash Flows

Incremental Cash Flows Terminal Cash Flow Opportunity Costs

needs to ensure that the project deliverables are stored securely throughout the project's life cycle

Project Team

Designated spokesperson for the project. Responsible for ensuring the required deliverables are in the designated location during the project's life.

Project Manager

Designated spokesperson for testing questions raised during the face-to-face interview.

Testing Coordinator

Designated spokespersons for other questions to be raised during the face-to-face interview

Key members of the Project Team

Project Team

Project Manager Testing Coordinator Key members of the Project Team

After the review has been completed and the Review Team has declared their findings to the Project Manager for clarification, they will create their report.

QA Project Review Team

Project Review Leader (PRL) QA Analyst (Analyst) Recorder

Conducts the review, analyzes documents, creates interview notes to evaluate findings, and makes recommendations to address risk exposures.

Project Review Leader (PRL)

Assists the PRL with deliverable analysis and comparisons to ESTABLISHED project standards

QA Analyst (Analyst)

This role will likely be fulfilled by the Analyst to ensure that key ideas and discussions that may be relevant to findings, issues, or final review determination will be captured

Recorder

Roles and responisibilities

Project Team QA Project Review Team

The Project Review team compiles an Entry Packet, which contains materials to help the PM understand the Project Review Process and that which the Project Manager needs to make available for the project review.

Initiation Phase

Divided into two activities; Documentation Review and Interview. During the Document Review, documents are retrieved for analysis to ensure that required project deliverables are in their designated location.

Research Phase

A Project Review Report will be provided to the Project Manager. This briefing is to ensure that there is no miscommunication between the Project Manager and the Review Team

Report Phase

Review Process

Initiation Phase Research Phase Report Phase

Types of Reports

Report Phase

The Project Management Review Report will be completed and distributed within five business days of the review. It will be distributed to the Project Manager. The Project Manager may distribute copies to significant stakeholders. A copy of the report will be stored in the Quality Assurance archive; the report will be available to approved readers.

Report Phase

Resource Management

Resource Management Process Project Cash Flow Analysis

Construction companies face the challenge of delivering complex projects to a schedule, complying with the client's specifications, within a budget, and with a reasonable profit margin

Resource Management

Resource Management Process

Resource analysis Resource planning Resource scheduling Resource allocation Resource tracking

The process of gauging your current resource availability to determine what resources are missing for the execution of a project or action plan

Resource analysis

explains what your project resource requirements are and how they’ll be met, it guides the team when it comes to resource management, include information such as general guidelines, a description of your project resources, their quantities, and when they’re needed

Resource plan

need to ensure that those resources are readily available

Resource scheduling

Is an ongoing process that’s simply defined as picking the right resources at the right time to achieve project tasks

Resource allocation

Keep track of the performance of your team. Use timesheets, workload charts, and other resource management tools to track the work of your team members

Resource tracking

Resource Management Techniques

Resource Forecasting Resource Allocation Resource Leveling Resource Utilization Resource Smoothing

Project managers must do their best at estimating what resources are needed for a project and how those resource requirements fit with the organization’s current plans.

Resource Forecasting

Consists of evaluating available resources, capacity, resource scheduling, and the tasks that need to be completed to find the team members with the most relevant skills and make sure they have all the project resources they need when they need th

Resource Allocation

process of re-assigning work to a project team to solve overallocation or scheduling issues. By thoroughly understanding what your team members can offer, you can assign tasks based on their abilities to maximize resource efficiency

Resource Leveling

Project managers need to keep track of resource utilization to spot any resources that aren’t being used efficiently. Then they can simply reallocate those resources or make changes to the resource management plan

Resource Utilization

consists in delaying non-critical tasks to complete a project on time with the available resources

Resource Smoothing

e is a set of actions performed to ensure that a project is finished effectively and with the least amount of difficulties as feasible

Monitoring and controlling phase

involves evaluating progress toward meeting the project's end goals and ensuring that no difficulties arise throughout the project's timeline.

Monitoring

entails executing corrective actions to reduce or eliminate delays in the project's timeline if any difficulties arise.

Controlling e

is the process of developing project plans, defining goals, and assessing results on a regular basis to determine project progress. The purpose of ____ is to increase the probability of project success by keeping projects on schedule and addressing any difficulties that develop immediately and effectively.

Progress monitoring

Total project costs, or overall project costs, are an important part of project feasibility analysis because total project costs include all anticipated costs associated with the project and are critical when determining project funding and anticipated ROI. Generally, total project costs can be broken into two main categories: hard costs and soft costs.

Compliance with Construction Budget

Expenses of construction and construction-related procedures and processes that lead to the project's physical construction. In practice, the term _______usually refers to construction costs.

HARD COSTS

Vital components of overall project expenses, they do not immediately relate to physical construction costs or procedures.

SOFT COSTS

the second stage of the project monitoring and control phase. The purpose of ____ is to organize and monitor tasks in order to complete them on time, on budget, and meet quality standards.

Project controlling

are two aspects of quality management

Quality Control and Quality Assurance

function as a set of guardrails and aligns the project with the owner expectations and providing guidance on executing the project in a manner that adheres to established standards.

Quality

In architecture, _____ is a concept that is interpreted with the help of value charged design criteria. Architectural ____ is typically focused on the coordination of the “instruments of service” with the attention paid to the construction drawings and specifications.

Quality

means putting a formalized system in a system by means of plans, policies and processes to assure that your products are accurate and in compliance with your relevant standards.

Quality assurance

It can also be defined as "part of quality management focused on providing confidence that quality requirements will be fulfilled."

Quality assurance

inspection phase or subpart of quality assurance

Quality Control

all about the inspection, measurement and testing of your products and processes to detect and correct deviations from desired quality levels.

Quality Control

first step to ensure quality assurance in design

QUALITY CRITERIA

useful tool for quality control and assurance in architecture design firms

CHECKLISTS

process of examining the work product.

INSPECTIONS

physical representation of the design that can be used to test and verify the design before construction begins

MOCK-UPS

computer-generated models that can be used to test and verify the design before construction begins.

SIMULATIONS

It is an essential tool for quality control and assurance in architecture design firms.

FEEDBACK

t is a set of policies, procedures, and processes that are used to ensure that the design meets the quality standards and requirements.

QUALITY MANAGEMENT SYSTEM (QMS)

a document that outlines the quality standards and requirements for the project.

QUALITY PLAN

process of examining the quality management system to ensure that it is effective and efficient.

QUALITY AUDITS

a tool that can be used to automate quality control processes, such as inspections and audits

QUALITY CONTROL SOFTWARE

Project Management for Architectural Design Firms Flashcards

(86 cards)