The Role of Project Management
The Project Management portfolio is responsible for the comprehensive development, management and financial control of all aspects of a project. The project manager oversees the project throughout its lifetime, from inception to completion. The manager ensures compliance with the University Master Plan, University standards, client requirements, by-laws and regulations.
Project Management will:
- Review any existing documentation or proposals, potential locations or space, and project directives. Collaborate with clients and stakeholders, advising of potential costs, alternatives, obstacles, risks, schedules, etc.
- Monitor and control the design process and project development.
- Establish a project team, identify and procure required services and personnel; define responsibilities and decision-making hierarchy.
- Develop, monitor and control the schedule, scope and budget, including risk management, of assigned projects.
- Maintain project records and data for all decisions, tracking, contracts, etc.
- Advise clients, stakeholders and/or governance bodies of updates and current progress. Prepare monthly project management reports, outlining project status, costs, forecasts, etc.
- Identify risks related to the project schedule and budget; develop risk avoidance strategies, and recommend/implement changes where necessary.
- Following completion, arrange for the responsible contractor’s correction of any issues that arise during the warranty period.
- Ensure the update of pertinent building information through complete ‘as-built’ documentation for future project work.
- Procure and administer various contracts, including the bidding, negotiation and awarding of new contracts. duties include the control of existing contracts for consulting and for construction services.
- Procure furniture, fixtures, equipment, and additional services such as consultants, hazardous materials, technical reports, etc. duties include co-ordinating the delivery and installation of furniture and equipment.
For capital and renovation projects, a percentage of the project costs will be charged for project management services. These fees are only used to cover direct costs (salaries and benefits) and some basic support costs (office materials, supplies, etc.). This allows Physical Resources to maintain a consistent, stable core of project management staff. The staff have extensive knowledge of University facilities, processes and standards. When project loads exceeds available resources, outside service providers are retained.
These standardized fees also ensure additional benefits for clients:
- Lower project management costs.
- The average daily rate for external services is 60% higher than the cost of internal Physical Resources project management.
- Controlled and predictable project management costs.
- More consistent, timely and accountable project management services.
- Project management resources fluctuate to accommodate peak periods.
Standard rates for projects management fees are 8% on the first $100,000 of the project’s value, and 2.5% on all costs above $100,000. Projects valued at over $2,000,000 are charged a fixed fee of 2.5%.