Marcus Vinicius A20234 Life Cycle Management Processes Assessment 2

A20234 Life Cycle Management Processes Assessment 2 Scenario You are a project officer working for a construction company. You have been assigned to assist the project manager on a 2-storey house build. The build is expected to be completed in 16 weeks and all tradespeople have been assigned their roles and timelines. The procurement person has been given a list of all the materials that need to be ordered and their delivery due dates. 1. Update last week’s status report provided below with the following details: - Electrician was sick for the week so rough electrical task behind by 1 week - Rough Framing tasks completed - Rough plumbing completed - Windows arrived 2 days late and cost $12500. This has gone over budget by $3500 Project Status Report – Week 2 – 10/03/2022 Project Name: 3 Connor Street, West Sinclair, NSW 2487 Project Manager: Nathan Miles Activities Completed This Week - Sewer lines installed - Foundation poured - Framing ordered and arrives Monday Planned Activities for Next Week - Rough framing - Rough electrical wiring - Rough plumbing Budget - Current spend $120,000 and on budget (no overspend) Current Risks/Issues - Electrician advised he wouldn’t be there Monday due to being ill – could delay project - Cost of materials appear to be going up – may impact budget Project Status Report – Week 3 – 17/03/2022 Project Name: 3 Connor Street, West Sinclair, NSW 2487 Project Manager: Marcus Vinicius Activities Completed This Week i. Sewer lines installed ii. Foundation poured iii. Rough Framing tasks completed iv. Rough Plumbing completed Activities Behind Schedule i. Rough Electrical wiring delayed by 1 week due to the electrician's illness Newly Identified Issues i. Windows arrived 2 days late ii. Cost of windows: $12,500 (overspent by $3,500) Planned Activities for Next Week i. Interior work commencement

ii. Electrical wiring catch-up iii. Inspection scheduling Budget i. Current Spend: $135,000 (overspent by $15,000) ii. Identified Overspend: Windows ($3,500), Unforeseen Costs ($11,500) Risks/Issues Update i. Electrician's absence affected the rough electrical timeline ii. Increased material costs impacting the overall project budget iii. Windows delay has caused a budget overrun and potential timeline adjustments Mitigation Actions i. Coordinate with the electrician to expedite the rough electrical tasks ii. Evaluate alternative suppliers to control material costs iii. Implement schedule adjustments to minimize the impact of delays 2. Update the work breakdown structure based on the status report above to show the changes to the original baseline . 2. Task Baseline Actual Start End Start End Prepare site 1 March 3 March 1 March 3 March Sewer lines 6 March 7 March 6 March 7 March Pour Slab 9 March 9 March 9 March 9 March Rough Framing 13 March 14 March 13 March In Progress Rough Plumbing 13 March 14 March 13 March In Progress Rough Electrical 13 March 15 March Delayed by 1 week Window Install 14 March 15 March 16 March In Progress 3. Assist in undertaking a risk analysis of the risks and issues you have listed in the status report for this week and add them to the existing risk register below. Risk Register Risk Name Risk Description Impact on Project Risk Rating (H,M,L) Weather Bad weather prohibits contractors working on building due to safety issues Delay in house finish date L Delivery of materials are delayed Materials don’t arrive on or before specified date that they are required Delay in house finish date and possible impact on schedule for contractors and their availability L Build approval delayed Independent certifier not available to inspect and provide approval Delay in the house being handed over to client and therefore delay in final payment from client M Electrician illness Key electrician being ill and unable to work during the rough electrical phase Delay in the rough electrical tasks, affecting subsequent project phases M Increased material Cost of materials going up impacting Overspending, potential budget M 2

ii. Impact on Project: Aesthetic alteration, potential delay due to additional labour and materials. iii. Cost of Change 3: Additional $2000 for labour and materials. Project Manager to complete Status: Approved / Not Approved Action to be taken: i. Review the impact and cost of each change. ii. Ensure that the changes align with the project timeline and budget. iii. Coordinate with relevant teams to implement approved changes promptly. iv. Update project documentation to reflect approved changes. Status: Approved Action to be taken: Communicate the approved changes to the relevant teams and update project documentation accordingly. Monitor the impact on the timeline and budget closely. 5. Create a checklist of at least 5 things that the project manager needs to have ready for the handover to the client. You need to include in your list project documentation eg. final budget, as well as other items that the home owner would need eg. keys, appliance manuals, etc. House Handover Checklist Project Name: 3 Connor Street, West Sinclair, NSW 2487 Project Manager: Nathan Miles Item/Document for Handover Who Complete (Y/N) Finalized Project Documentation Project Manager Keys and Access Information Project Manager Appliance Manuals and Warranties Project Manager Final Budget and Financial Summary Project Manager Completion Certificate and Regulatory Approvals Project Manager Signature: Date: 25/11/2023 6 . What financial, legal and contractual obligations must you finalise for your project? In finalizing the Two-Storey House Build project, several financial, legal, and contractual obligations must be addressed to ensure a smooth transition and compliance with regulations. Here are the key considerations: Financial Obligations: i. Final Budget Reconciliation: Review and reconcile the final budget to ensure accurate documentation of all expenditures and costs incurred during the project. ii. Invoice Settlement: Ensure that all invoices from suppliers, contractors, and service providers are settled and paid in accordance with the agreed-upon terms. iii. Budget Reporting: Provide a comprehensive budget report to the client, detailing the initial budget, any variations, and the final project costs. 4

iv. Financial Auditing : Conduct a financial audit to verifying all financial transactions and expenses are accounted for correctly as advices Tinsley, (2022). Legal Obligations: i. Regulatory Compliance: Ensure that the construction project complies with all local building codes, zoning regulations, and other legal requirements. ii. Certificates and Approvals: Obtain and organize all necessary certificates and approvals, including the completion certificate and any additional permits required for the project. iii. Warranty Documentation: Compile and provide documentation for any warranties associated with materials, workmanship, or installed systems within the house. iv. Defects Liability Period: Ensure compliance with the defects liability period, addressing and rectifying any defects identified during the agreed-upon period. Contractual Obligations: i. Contract Closure : Officially close out contracts with suppliers, contractors, and other stakeholders, confirming the successful completion of their respective obligations. ii. Final Project Review with Stakeholders: Conduct a final project review with all stakeholders to ensure that all contractual obligations have been met and that there are no outstanding issues. iii. Handover Documentation: Prepare and organize all documentation required for the handover process, including completion certificates, as-built drawings, and any relevant project records. iv. Client Sign-Off: Obtain formal sign-off from the client to acknowledge the successful completion of the project and their satisfaction with the final deliverables. v. Legal Release Documents: Ensure that all necessary legal release documents are prepared and signed, officially releasing the construction company from any further contractual obligations related to the project. 7. Provide 3 suggestions and explain how they could improve the project performance in the future. i. Continuous Stakeholder Communication: Establish a more comprehensive and regular communication plan keeping all stakeholders, including the client, informed about project progress, challenges, and any deviations from the original plan. Implement regular check-ins, progress reports, and transparent communication channels to foster a collaborative and informed project environment. Improved communication helps manage expectations, reduces uncertainties, and enhances stakeholder satisfaction. A well-informed client is more likely to understand and support adjustments to the project plan, fostering a positive working relationship and minimizing misunderstandings. ii. Enhanced Contingency Planning: Incorporate a more robust contingency planning strategy to address unexpected events such as the illness of a key team member or delays in material delivery. This will involve as Brooks and Curnin, (2021) say creating alternative schedules, identifying backup resources, and regularly reviewing and updating the contingency plan to adapt to evolving project circumstances. By proactively anticipating potential risks and disruptions, the project team will respond more effectively when unexpected challenges arise. This ensures timelines are not unduly impacted and allows for quicker recovery from setbacks, ultimately enhancing project resilience and performance. iii. Technology Integration for Project Monitoring: Integrate advanced project management tools and technology for real-time monitoring and reporting. Implementing a cloud-based project management system providing instant updates on timelines, resource allocation, and budget tracking can significantly improve visibility and decision-making. Leveraging technology allows for more accurate and timely project monitoring, enabling the project manager to identify potential issues before they escalate. Real-time data accessibility enhances the ability to make informed decisions, streamline processes, and improve overall project efficiency. 8. Review the project performance based on all the information provided in questions 1 – 4 and explain at least 2 lessons learned. Lesson Learned 1: Proactive Contingency Planning is Crucial The project encountered delays due to the electrician's unexpected illness, impacting the rough electrical tasks. This underscores the importance of proactive contingency planning. A lesson learned is having contingency plans in place for key resources says Meng, (2020). such as identifying backup electricians or having a flexible schedule, will mitigate the impact of unforeseen events. Moving forward, the project team ought to enhance contingency plans to address potential disruptions, ensuring a more resilient project timeline. 5

References: Tinsley, R. (2022). Advanced Project Financing Structuring Risk . Euromoney Institutional Investor PLC. Brooks, B., & Curnin, S. (2021). Stretch ‐ Thinking Loops: A New Technique for Scenario Planning. Risk, Hazards & Crisis in Public Policy , 12 (1), 110-124. Meng, X. (2020). Proactive management in the context of construction supply chains. Production Planning & Control , 31 (7), 527-539. 7