AR183-1 Group 3 Office Project Management PDF

AR183-1: PROFESSIONAL PRACTICE 3 OFFICE PROJECT MANAGEMENT Risk Management & Inter- Professional Relationships Group 3 Ojastro, Ken Patrick | Mina, Nicole Ingrid | Morales, Sheika Kinda | Olmoguez,...

AR183-1: PROFESSIONAL PRACTICE 3 OFFICE PROJECT MANAGEMENT Risk Management & Inter- Professional Relationships Group 3 Ojastro, Ken Patrick | Mina, Nicole Ingrid | Morales, Sheika Kinda | Olmoguez, Princess Aira | Santillan, Czyryll Dominique TABLE OF Contents 01 Terminologies 02 Risk Management 03 Managing Project Risks and Opportunities 04 Project Disputes 05 Firm Insurance 06 Inter-Professional Relationships 07 Inter-Firm Alliances 08 Design Team Arrangements  RISK MANAGEMENT Risk management is the systematic process of identifying, assessing, and mitigating threats or uncertainties that can affect your organization. It involves analyzing risks’ likelihood and impact, developing strategies to minimize harm, and monitoring measures’ effectiveness CAUSE OF STRATEGIC RISK IN OFFICE PROJECT MANAGEMENT PRESSURES DUE TO GROWTH This is often caused by an accelerated rate of expansion that makes staffing or industry knowledge gaps more harmful to your business. PRESSURES DUE TO CULTURE While entrepreneurial risk-taking can come with rewards, executive resistance and internal competition can cause problems. PRESSURES DUE TO INFORMATION MANAGEMENT Since information is key to effective leadership, gaps in performance measures can result in decentralized decision-making. Office Project Management Ojastro STRATEGIC RISK COMPRISES IN OFFICE PROJECT MANAGEMENT OPERATIONS RISK This occurs when internal operational errors interrupt your products or services’ flow. ASSET IMPAIRMENT RISK When your company’s assets lose a significant portion of their current value because of a decreased likelihood of receiving future cash flows. COMPETITIVE RISK Changes in the competitive environment can interrupt your organization’s ability to create value and differentiate its offerings—eventually leading to a significant loss in revenue. FRANCHISE RISK When your organization’s value erodes because stakeholders lose confidence in its objectives. Office Project Management Ojastro  COMMON RISKS IN OFFICE PROJECT MANAGEMENT SCOPE CREEP REGULATORY COMPLIANCE 1 Definition: Unplanned additions or changes to the project scope that can lead to delays, increased costs, and decreased quality. 5 Definition: Non-compliance with building codes, zoning regulations, or other legal requirements that can result in delays, fines, or project termination. 2 6 RESOURCE CONSTRAINTS CHANGE ORDERS Definition: Limitations in personnel, equipment, Definition: Unforeseen changes in project requirements or budget that can hinder project progress. that can lead to additional costs and delays. VENDOR ISSUES COMMUNICATION BREAKDOWN 3 Definition: Delays, performance issues, or financial difficulties experienced by vendors can impact project timelines and quality. 7 Definition: Ineffective communication between project team members, stakeholders, or vendors can lead to misunderstandings, delays, and errors. TECHNOLOGICAL CHALLENGES QUALITY ISSUES 4 Definition: Hardware or software failures, compatibility issues, or security breaches that can disrupt project work. 8 Definition: Failure to meet project quality standards, which can result in rework, customer dissatisfaction, and reputational damage. Office Project Management Mina RISK MANAGEMENT STRATEGIES IN OFFICE PROJECT MANAGEMENT Comprehensive Effective Change Risk Mitigation Planning Communication Management Techniques Develop detailed project Establish clear Establish a formal Eliminating or avoiding plan outlining objectives, communication channels process for evaluating high-risk activities scope, deliverables, between project team and approving changes altogether. timelines, and resources. members, stakeholders, to the project scope. Implementing measures Assess the potential to minimize the Conduct risk assessment and vendors. impact of proposed likelihood or impact of a to identify potential Regularly update changes on project risk. threats and their stakeholders on project timelines, budget, and Shifting the risk to likelihood. progress, challenges, quality. another party, often Develop mitigation and potential risks. Implement a change through insurance or strategies to address Encourage open control board to review contracts. risks. dialogue and feedback and approve changes. Acknowledging the risk Create contingency plans to identify and address and being prepared to for unexpected events. issues promptly. address it if it occurs.  COMMON OPPORTUNITIES IN OFFICE PROJECT MANAGEMENT TECHNOLOGY ADOPTION INNOVATION AND CREATIVITY 1 outcomes. 4 Definition: Leveraging technology to streamline processes, improve efficiency, and enhance project Examples: Automation, Cloud-Based Solutions, and Digital Tools Definition: Exploring new approaches, ideas, or technologies to enhance project outcomes and gain a competitive advantage. Examples: New Approaches, Knowledge Sharing COST OPTIMIZATION 2 5 PROCESS IMPROVEMENT Definition: Identifying and implementing strategies to optimize project workflows, reduce waste, and improve efficiency. Examples: Lean and Agile Methodologies Definition: Identifying and implementing strategies to reduce project costs without compromising quality. Examples: Value Engineering, Vendor Negotiations, Resource Optimization SUSTAINABILITY AND GREEN INITIATIVES COLLABORATION AND PARTNERSHIP 3 6 Definition: Incorporating sustainable practices and Definition: Fostering collaboration and partnerships initiatives into office projects to reduce with stakeholders, team members, and external environmental impact and enhance organizational organizations to achieve project objectives. reputation. Examples: Cross-Functional Teams, External Examples: Sustainable Design, Energy Efficiency, Partnerships, Stakeholder Engagement Green Procurement Office Project Management Mina OPPORTUNITY MANAGEMENT STRATEGIES IN OFFICE PROJECT MANAGEMENT Opportunity Opportunity Opportunity Continuous Identification Evaluation Seizing Monitoring Proactively seek out Evaluate the Develop plans to Regularly review and potential alignment of capitalize on evaluate the opportunities through opportunities with identified effectiveness of risk market research, project objectives, opportunities, management and stakeholder feedback, resources, and ensuring they are opportunity and team timelines. integrated into the management brainstorming. Assess the potential project plan. strategies. Assess the potential risks and rewards Allocate necessary Make adjustments as benefits and associated with resources and adjust needed to adapt to feasibility of identified pursuing project timelines as changing opportunities. opportunities. needed. circumstances. PROJECT CAUSES DISPUTES SCOPE CREEP The tendency for the project scope to change over time, often without proper authorization. This can lead to disputes over who is responsible for the additional work and how it will be paid for. COMMUNICATION PROBLEMS Poor communication between stakeholders can lead to misunderstandings and Project disputes are disagreements or conflicts that arise disagreements. between stakeholders of a project. They can occur at any stage of the project lifecycle, from planning to execution to POOR CONTRACT MANAGEMENT completion. If the contract is not well-written or IMPACTS: managed effectively, it can create opportunities for disputes. DELAYS Disputes can lead to delays in the project schedule. UNREALISTIC EXPECTATIONS If the project scope, schedule, or budget is unrealistic, it is more likely that disputes Disputes can also lead to cost overruns, as will arise. COST stakeholders may spend time and money on legal OVERRUNS fees and other expenses. PERSONALITY CLASHES In some cases, disputes can lead to the complete Sometimes, disputes arise simply because PROJECT of personality clashes between FAILURE failure of the project. stakeholders.  DISPUTE RESOLUTION METHODS NEGOTIATION Negotiation is a process in which the parties involved in the dispute try to reach a mutually agreeable solution. MEDIATION Mediation is a process in which a neutral third party helps the parties involved in the dispute to reach a resolution. Office Project Management Ojastro FIRM INSURANCE Insurance is not just a precautionary measure but also an investment Your design should not only be aesthetically pleasing but also safe. Errors and miscalculations during planning or design phase may have severe repercussions Operating a business can expose you and your employees to various risks and liabilities. Even a minor mistake or omission can be exceedingly costly. PROFESSIONAL LIABILITY INSURANCE MISTAKES IN BUILDING DESIGN CAN LEAD TO COSTLY LAWSUITS FROM CLIENTS. ARCHITECT LIABILITY INSURANCE PROVIDES A VARIETY OF PROTECTIONS TO ENSURE THAT ARCHITECTS AND THEIR FIRMS ARE SAFE FROM THE SPECIFIC RISKS ASSOCIATED WITH THEIR PROFESSION. PROFESSIONAL LIABILITY INSURANCE FOR ARCHITECTS CAN PROTECT A FIRM FROM FINANCIAL REPERCUSSIONS. THIS INSURANCE GIVES ARCHITECTS PEACE OF MIND, ALLOWING THEM TO CONCENTRATE ON THEIR CREATIVE WORK WITHOUT THE CONSTANT FEAR OF POTENTIAL LEGAL ACTION LOOMING OVER THEM. CLIENTS ARE INCREASINGLY PROMPT IN TAKING LEGAL ACTION OVER PERCEIVED PROFESSIONAL SHORTCOMINGS PROFESSIONAL LIABILITY INSURANCE PROVIDES ARCHITECTS WITH A CRUCIAL LAYER OF PROTECTION, PRESERVING THEIR REPUTATION AND MEANS OF EARNING A LIVING. Office Project Management Morales  PROFESSIONAL LIABILITY INSURANCE EXAMPLES OF PROBLEMS THAT IS COVERED BY PROFESSIONAL LIABILITY INSURANCE: DESIGN ERRORS AND OMISSIONS PROJECT DELAYS PROFESSIONAL NEGLIGENCE MISLEADING STATEMENTS BREACH OF DUTY Office Project Management Morales PROFESSIONAL LIABILITY INSURANCE CONSEQUENCES OF NOT HAVING PROFESSIONAL LIABILITY INSURANCE The absence of professional liability insurance for architects can expose architects and their firms to significant risks and potential financial hardships. LEGAL EXPENSES DAMAGES AND SETTLEMENTS DAMAGE TO REPUTATION BUSINESS CLOSURE Office Project Management Morales GENERAL LIABILITY INSURANCE General liability insurance provide protection for you and your business in the event of a lawsuit alleging personal injury, client injury, or accidental property damage. General liability insurance helps shield your business from legal claims brought by clients or third parties. PROPERTY DAMAGE BODILY INJURY ADVERTISING INJURY Office Project Management Morales  COMMERCIAL PROPERTY INSURANCE Insurance for commercial properties protects a firm’s assets from damages caused by various risks This protection applies to structures or items that you rent, lease, own, or have borrowed. PROPERTY OF OTHERS CONTENTS BUILDING Office Project Management Morales CYBER LIABILITY INSURANCE Most firms heavily rely on computers, tablets, and smartphones connected to various networks for many of their tasks. The firm likely stores sensitive and confidential information, such as employee data and client designs. Cyber liability insurance can help cover the financial impact of hacking, viruses, data breaches, and other cyber risks. CYBER LIABILITY INSURANCE ALSO COVERS THE COSTS OF: LAWSUITS AGAINST YOU FOR LOST DATA NOTIFYING CUSTOMERS AND BUSINESS PARTNERS ABOUT A DATA BREACH LOST INCOME MARKETING TO RESTORE YOUR REPUTATION LOST OR DAMAGED ELECTRONIC DATA Office Project Management Morales WORKER’S COMPENSATION INSURANCE This policy covers medical expenses and lost wages if an employee gets injured while working Specifically addresses work-related injuries and illnesses suffered by your own employees Receiving these benefits means employees also agree not to file a personal lawsuit against your company in the event of an injury Workers’ compensation operates on a no-fault basis WORKERS’ COMPENSATION CAN COVER THE COSTS OF: FUNERAL EXPENSES DEATH BENEFITS DISABILITY BENEFITS A PORTION OF LOST WAGES MEDICAL EXPENSES REHABILITATION COSTS Office Project Management Morales UNDERSTANDING INSURANCE COSTS A firm should ensure that the coverage aligns with your firm's requirements Should not only be based on price, but also on the extent of coverage provided The cost of professional liability insurance coverage can vary significantly based on several factors: 1 SIZE OF THE FIRM 2 COMPLEXITY AND SCALE OF PROJECTS UNDERTAKEN 3 FIRM'S CLAIMS HISTORY REMEMBER THAT INSURANCE NOT ONLY SAFEGUARDS YOUR FINANCIAL ASSETS BUT ALSO YOUR REPUTATION AND OPERATIONAL CONTINUITY. Office Project Management Morales INTER-PROFESSIONAL RELATIONSHIPS IN OFFICE PROJECT MANAGEMENT COLLABORATION Inter-professional involves two or more professions in which they collaborate and execute tasks at hand. ORGANIZED WORKFLOW To work as one and use various skills and knowledge to produce more quality work Office Project Management Olmoguez INTER-PROFESSIONAL RELATIONSHIPS IN OFFICE PROJECT MANAGEMENT RESOURCE POOL BUSINESS STRATEGY EFFICIENT BENEFICIAL TO SMALL-MEDIUM FIRMS Office Project Management Olmoguez PROPER FORMAL AGREEMENT Comprehensive written partnership agreement that if conditions are laid properly, leads to a successful relationship and partnership JOINT AND SEVERAL LIABILITY TRANSPARENCY Obtain business liability insurance and to What both parties can bring to the table structure agreements with third parties Scope and conditions Structuring a business relationship whereas the partners agree to share expenses instead of capital. Office Project Management Santillan DESIGN TEAM ENGINEERS Specialized in specific technical disciplines (structural, mechanical, electrical, plumbing). ARRANGEMENT Focus on ensuring that the design is feasible, safe, and meets regulatory standards. Work more on calculations, technical compliance, and coordination of design with architecture. IN OFFICE PROJECT MANAGEMENT CONTRACTORS Responsible for actual execution of the 1 MANAGEMENT OF PROJECT construction work, managing labor and materials on-site. This section includes high-level oversight and Often operate the construction phase, working management roles that focus on the overall with subcontractors to implement the project. Have more operational and site-management direction of the project. responsibilities compared to engineers. LABORERS The workforce that physically constructs the building under the supervision of contractors. They do the actual work on-site, such as bricklaying, painting, electrical installation, etc. Office Project Management Santillan DESIGN TEAM DRAFTSMAN Focuses on creating detailed technical drawings and blueprints based on the architect’s design. Works with both the architect and engineers to ARRANGEMENT ensure accuracy and precision in design documents. SUPERVISORS IN OFFICE PROJECT MANAGEMENT Oversee the day-to-day work of contractors and laborers on the construction site. Responsible for ensuring that the construction adheres to the architectural and engineering plans. PROJECT TEAM 2 The project team consists of roles that CHECKER / TIMER support both design and administrative Responsible for quality control and project timelines. functions. These roles translate the Ensures that drawings and construction are architect’s vision into actionable plans and accurate, timely, and compliant with the project’s schedule. ensure project organization. PURCHASER / QUOTATION Handles procurement, managing quotes, and purchasing materials required for the project. Ensures materials are cost-effective and available when needed, with a focus on budget and supply chain management. Office Project Management Santillan DESIGN TEAM ENGINEER Monitors the technical aspects of the project ARRANGEMENT on-site. Resolves engineering issues and ensures that construction complies with technical standards and drawings. IN OFFICE PROJECT MANAGEMENT SUPERINTENDENT The overall manager of day-to-day construction 3 PROJECT OPERATIONS operations. Provides direct oversight to laborers and These roles are focused on the foremen, ensuring that construction tasks are completed efficiently and safely. implementation and management of the construction phase. They ensure that the project moves from design into physical construction effectively. SITE MANAGER A higher-level role than the superintendent, overseeing the entire site. Manages logistics, schedules, and coordination between different contractors, suppliers, and project stakeholders. Office Project Management Santillan DESIGN TEAM ARCHITECTS The lead visionary for the project, ensuring that the design aligns with the client's needs. ARRANGEMENT Provides oversight to ensure that the project stays true to the initial design and makes adjustments where needed during construction. IN OFFICE PROJECT MANAGEMENT ENGINEERS Provide technical supervision during 4 construction, ensuring that engineering PROJECT CONTROLS solutions are implemented correctly. Continue to resolve on-site technical issues This team manages the overall quality, and adjust designs as needed to schedule, and budget of the project, accommodate site conditions. ensuring alignment with the design vision and client’s goals. OTHERS: (May include cost estimators, quality control officers, etc.) Specialists who monitor project costs, quality, and adherence to timelines. Focus on ensuring the project remains within the budget and meets both regulatory and quality standards. Office Project Management Santillan  ASSESSMENT QUESTION #1 Office Project Management Group 3  ASSESSMENT QUESTION #2 Office Project Management Group 3  ASSESSMENT QUESTION #3 Office Project Management Group 3  ASSESSMENT QUESTION #4 Office Project Management Group 3  ASSESSMENT QUESTION #5 Office Project Management Group 3 THANK You