Mitigating RISK - Its All About the Process

OCM's Value Management Process establishes a system of checks and balances implemented during the project planning and development phases of the project that encourages proactive communication and coordination between the Owner, Design and Build teams. 

Though all phases of the project are very important, the beginning stages of design development are critical to setting up a project for success. It is during this phase that project scope, quality and schedule are established. Miscommunication of intent, or expectations during the design development phase can carry over into subsequent phases and potentially not be realized until it’s too late. These errors cost time, money, or both.

The Value Management Approach. Optima establishes a system of checks and balances implemented during the design development and detailed design phases of the project that encourages proactive communication and coordination between the Owner, Design and Build teams. This system is built on the premise that early and timely input from all team members will build unity amongst the team and maintain a positive and cooperative project environment. Think of the project team as a three-legged stool, each entity (Owner, A&E and construction) being a leg. If one leg of the stool fails to perform, the entire stool will fall with it. Though the ownership team drives the project’s definition, it is totally dependent on the other team members to execute its project.

Below are some key measures that Optima will establish to implement and execute the Value Management Process throughout the project duration.

Value Management Measures:

• Educate A&E and construction team members on Owner requirements and expectations
• Establish clear project team points of contact and protocols
• Establish a master project schedule with key milestone activities with established due dates
• Communicate in a timely manner any dates that appear to be in jeopardy and reassess schedule accordingly
• Monitor progress via reoccurring team meetings
• Utilize activity tracking tools such as Action Item Lists (reviewed regularly at meetings)
• Utilize project programming tools such as Functional Data Sheets and project program spreadsheets to define room and building specific requirements
• Schedule periodic design reviews to confirm project scope is consistent with owner’s needs
• Schedule periodic cost estimates to confirm project scope is consistent with owner’s budget
• Reoccurring Coordination Meetings
• Product submittal and shop drawing reviews
• Pre-installation meetings (major building systems & components)
• Regular site visits to ensure construction schedule and quality
• Cloud-based Project Management Software with secure access for all project Stakeholders

Coordination and communication are essential factors to a successful project. If all project parties are not on the same page, then the project’s success is in jeopardy, and the owner’s business may fail. Below are some key measures that Optima will establish to maintain an ongoing, consistent and productive level of communication, coordination and management to help ensure your project is successful.

Organizational Measures:

• Establish common goals and expectations of the Owner - OCM relationship.
• Identify and appoint a single point of contact (POC) on the Ownership side who will be responsible for all final decision making.
• Clearly establish project team member roles and responsibilities.

Operational Measures:

• Establish an Owner specific project schedule with key milestone dates to keep all stakeholders on-track and accountable
• Establish an Owner specific project budget
• Schedule and attend reoccurring project team meetings to set goals, assignments and provide resolution to new and/or pending issues.
• OCM will be the point of contact for all information flow to and from the design/ construction team and the Owner.
• Cloud-based Project Management Software with secure access for all project Stakeholders
• Hold accountable, the Owner for failure to respond proactively on assigned duties and/or responsibilities—keep you out of trouble!

Communication & Coordination Tools:

• Meeting minutes
• Action Item Lists
• Project Schedule
• Project Budget
• Monthly Progress Reports
• Cloud-based Project Management Software with secure access for all project Stakeholders

CLIENT LOYALTY:

• Dedicated service
• Client centric

¨ OPTIMA CM represents YOUR interests!