AT 3 Redone

AT3 Part 1: Prepare for consultations Part 2: Facilitate consultation Part 3: risk management Plan Part 4: Action Plan Part 5: Evalution and monitoring Scenario You are the Construction Manager for a small boutique residential home builder and are about to undertake a new project. It’s very close to the end of the year and you have just won the following tender for a residential build.  The build site is on a new land release in Gisborne, next to the Lerderderg State Park, which is heavily forested and is designated a bushfire prone area.  The build is planned to take place from January, through to December of the same year.  Access is via un-sealed roads and upgrades are not planned for several years.  The Plumbers’ Union is currently threatening industrial action over safety standards. With any action likely to happen before this Christmas of this year, holding up the provision of services to the allotment.  You are being forced by the client to use their nominated cabinet maker “Cabinets-R-Us”. They are a new company run by your clients’ nephew, who finished his apprenticeship about 3 months ago. You have never used this contractor before and are unsure of his quality of work.  All other risk factors relating to this build are what would be consider as typical for this type of project.  Your project team can include any job roles typical to a project of this type (including administration, foremen, drafts people, inspectors, contractors, etc.)

Q1: Review the current Risk Management Policy and Procedure. Identify 2 strengths and 2 weaknesses in the policy and procedure. (20-50 words per response). A. Strength 1 The current Risk Management Policy and Procedure places a strong emphasis on safety protocols and hazard identification, ensuring a high level of focus on the well-being of workers and site visitors. Strength 2 It also outlines a clear communication plan for addressing potential risks and issues, promoting transparency and accountability among project stakeholders. Weakness 1 However, the policy may not adequately address the specific challenges associated with working in a heavily forested, bushfire-prone area, where fire safety measures and evacuation plans should be paramount. Weakness 2 Additionally, the policy might not have a comprehensive contingency plan in place to address potential delays caused by external factors, such as the threatened industrial action by the Plumbers’ Union. This could leave the project vulnerable to significant setbacks Q2: Define the scope and critical success factors for your Risk Management Plan. Ensure these critical success factors are SMART – specific, measurable, attainable, relevant and time bound. (50-100 words) Specifically: Implement comprehensive fire safety measures and evacuation procedures appropriate to the bushfire-prone area of Lerderderg National Park by March 31, ensuring the safety of all personnel in place. Measurable: Monitor and record progress in improving road access, aiming to reduce travel times by 20% by 30 September through effective site planning and logistics. Feasibility: Establish a mutually agreed upon quality assurance framework with Cabinets-R-Us by February 28, ensuring their work meets industry standards and customer expectations. Relate to: Minimize potential disruption from plumbers' union industrial action by developing contingency plans and maintaining open lines of communication with other service providers, thereby reducing downtime stop working no more than 5% of the project's progress. Time is limited: Complete a comprehensive project risk assessment by January 15, identify and prioritize potential risks, and continually review and update the risk management plan monthly to adapt to changing conditions. events and circumstances change Q3: Complete a PESTLE analysis for the scenario. (20-50 words per response) A. Political  The local government's policies and regulations regarding construction in bushfire-prone areas may impact the project's approval process and safety requirements.  Potential changes in government policies related to apprenticeships and labor unions could affect workforce availability and productivity. Economic  Economic fluctuations may influence material costs, potentially affecting the project budget and timeline.  The availability of funding and loans for residential builds in the area could impact the client's financial capacity. Social  Community sentiment towards construction in a heavily forested area and potential concerns about environmental impact may influence public support or opposition for the project.  The availability of skilled labor in the local community may impact the ease of hiring and maintaining a qualified workforce. Technological  Advances in construction technology and equipment could enhance efficiency and safety measures on the site.  Availability of reliable communication technology in the remote area may affect project coordination and reporting. Legal  Compliance with local building codes, environmental regulations, and safety standards, especially in a bushfire- prone area, will be critical for project approval and execution.  Adherence to union regulations and potential resolution of

feedback or concerns. Contractor Contractor has to set expectations and quality because the cabinet maker is a new company checklist Project schedules budgets and deadlines could be part of this process Concreter They need to fill potholes on the road Barricade and reflectors on the road Tell people to slow down with signs Communication with the drivers on the road about the potholes Q6: You are required to invite your stakeholders to a meeting to consult and develop the Risk Management Plan. You will need to draft an email (300-400 words):  Inviting the stakeholders to consult and provide date, time location (This will be an in-class presentation. See your teacher for more information).  Provide a brief explanation of the risks you have identified.  Provide an overview of the Risk Management Policy Procedure. A. To all necessary stakeholders, I am writing to invite you to a crucial meeting where we will collectively shape the Risk Management Plan for our upcoming project. Your valuable insights and expertise are instrumental in ensuring that we approach this endeavour with foresight and precision. In the meeting we will be discussing about the potential risk that has been identified and could occur. Operational Risks: Possible disruptions in the supply chain, resource allocation and project implementation. Financial Risks: Project cost fluctuations, budget overruns and unexpected costs. Regulatory Compliance Risks: We ensure that our project complies with all relevant industry regulations and standards. Schedule Risks: Possible delays due to unforeseen circumstances affecting project milestones and deadlines. Environmental Risks: Reduces harmful environmental impacts and ensures compliance with environmental requirements. Health and Safety Risks: We ensure the well-being and safety of our team members and project stakeholders. Technical Risks: Overcoming the potential challenges of technology, equipment and system integration. I also want to point out the overview of risk management policy procedures that we need to discus about. Risk Identification: Carefully identify potential risks that could affect the success of the project. Risk Assessment: Access the likelihood and impact of each identified risk. Risk Mitigation Planning: Develop strategies and contingency plans to address and minimize the impact of identified risks Monitoring and Review: Continuously monitor identified risks and make necessary adjustments. Communication: Ensure that all stakeholders are informed of potential risks and the measures taken to address them

Your presence and contributions at this meeting are highly valued. Your expertise will be instrumental in refining our Risk Management Plan and ensuring the success of our project. Please confirm your availability for the meeting, or if you have any scheduling conflicts, feel free to propose an alternative time that works best for you. Part 2 Facilitate Consulation AGENDA – Gisborne Development Item Speaker Time 1. Risk Management Process Explain the risk management process to the stakeholders. Ensure to explain where documents are stored and how they can be accessed. Construction Manager 1-2 minutes 2. Risks Identify and evaluate risks. Explain the risks you have identified and discuss any other risks your stakeholders may have identified. Gather information from your stakeholders relating to:  Type of risk  Likelihood of risk  Consequence of risk  Prioritising risks for treatment  Selecting appropriate treatments. Construction Manager and stakeholders 4-6 minutes 3. Close Explain to stakeholders when, and in what format, they can expect to receive the risk management plan. Thank stakeholders for their time. Building and Construction Manager 1 minutes Part 3

Part 4: Action Plan Action Plan Risk #: Bushfire prone Risk Description: Bushfire prone which can possibility damage materials and machinery Risk Rating: 10/10 Risk Category: Risk Treatment: Avoid/Reduce/Share/Accept Proposed Actions: Brush cutting involves cutting down large sections of dried vegetation surrounding the project to prevent it from spreading into the site. Further, controlled burning can reduce the chance of a fire spreading and causing further damage to surrounding buildings. A timely alert can assist fire teams in identifying the bush fire quickly and battling it as quickly as possible. Eliminating or reducing fire damage through the use of fire restraint materials and designs. Responsibilities: For this project, all safety and construction safety standards are strictly followed. Ensure emergency services have access to roads and water sources. Employees should be educated and trained about bushfire risk and emergency policies in case of a bushfire. Ensure that not only your workers are notified, but also those in the surrounding community if a bushfire is imminent Scope Impact : Human life can be directly affected by bushfires, which can cause harm or even death. People with respiratory disorders, the elderly, small children, and those with respiratory issues may also suffer harm from fire smoke and air pollution. Time Impact: There are several variables that may alter the timing and duration of the impact, including fire severity and size, susceptibility of the affected population, and recovery activities. In planning and preparing for bushfire prone locations, it is important to take into account the possible time impact of bushfires and the need to control and reduce their impact immediately, short-term, and long-term. A project would usually be delayed for a long time if this was the case Cost Impact: There is a risk that bushfires will cause damage to or destroy homes, businesses, and important infrastructure (such as water supply systems, transmission lines, highways, and water lines). There can be a high cost associated with rebuilding and maintaining buildings and infrastructure. Reporting & Monitoring Required: Prepared by: Date: Reviewed by: Date:

Part 5: Monitoring and evalution Kind regards A: Dear Team, The company that made our cabinets, Cabinets-R-Us, unexpectedly closed, which presented some challenges for our project. The project was impacted by the closure of Cabinets-R-Us, which necessitated a switch to another contractor. Due to this unfortunate event, cabinet making costs increased 20% and project completion was delayed by 3 weeks. Our risk mitigation plan was immediately implemented following this unexpected event. To ensure seamless integration into our ongoing project, we engaged with reputable alternative contractors, thoroughly vetting their capabilities. To ensure timely completion, the 20% increase in costs was accepted. We considered potential contractor disruptions in our Risk Management Plan, but Cabinets-R-Us' complete closure was not explicitly discussed. It was accurate to assess the risk of contracting the cabinet maker; it was underestimated how severe the impact would be. A broader selection of pre-vetted backup contractors would be useful in a similar scenario. To cope with unexpected cost increases, we will also allocate additional budgetary provisions.