SCHOOL OF ARCHITECTURE , BUILDING AND DESIGN

PROJECT MANAGEMENT ( MGT 60704 )

DEFINING AND DOCUMENTING

A PROJECT

Ayer Keroh Rest and Service Area (AKRSA)

BY NANI ZAIN ARCHITECTS

AR. EDWIN CHAN

CARMEN CHAN SHEN WEN 0326485

CHAN JIA CHIN 0326560

CHRISTAL WONG CHING LING 0326715

NATALIE CHEN KHEMIN 0327110

WESLEY WONG TECK WON 0330496

LEE XING SHEN 0327496

TABLE OF CONTENTS

1.0 PROJECT INTRODUCTION

1.1 PROJECT INFORMATION

1.2 SITE LOCATION

2.0 PROJECT TEAM

2.1 ROLES AND RESPONSIBILITIES

2.1.1 SCHEMATIC DESIGN PHASE
2.1.2 DESIGN DEVELOPMENT PHASE
2.1.3 CONTRACT DOCUMENTATION PHASE
2.1.4 CONTRACT IMPLEMENTATION PHASE
2.1.5 COMPLETION AND FINAL ACCOUNTS PHASE
2.1.6 COMMUNICATION STRATEGIES

3.0 ORGANISING STRUCTURE

4.0 STAKEHOLDERS

5.0 PROJECT INFORMATION

5.1 SCHEMATIC DESIGN PHASE

5.2 DESIGN DEVELOPMENT PHASE
5.3 CONTRACT DOCUMENTATION PHASE
5.4 CONTRACT IMPLEMENTATION PHASE
5.5 COMPLETION AND FINAL ACCOUNTS PHASE

6.0 RISK ANALYSIS

7.0 MONITORING TOOLS AND EQUIPMENT

8.0 PROJECT PROCUREMENT

9.0 SUCCESS CRITERIA

10.0 CONCLUSION

11.0 REFERENCES

12.0 APPENDIX
1.0
PROJECT INTRODUCTION

1.1 PROJECT INFORMATION

1.2 SITE LOCATION

1.0 PROJECT INTRODUCTION

AYER KEROH REST & SERVICE AREA - SOUTHBOUND ( AKRSA )

Project Scope

Client and Project

1.0 PROJECT INTRODUCTION

1.2 Site Location

Figure 1.1 : Location of AKRSA

2.0
PROJECT TEAM

2.1 ROLES AND RESPONSIBILITIES

2.1.1 SCHEMATIC DESIGN PHASE

2.1.2 DESIGN DEVELOPMENT PHASE
2.1.3 CONTRACT DOCUMENTATION PHASE
2.1.4 CONTRACT IMPLEMENTATION PHASE
2.1.5 COMPLETION AND FINAL ACCOUNTS PHASE
2.1.6 COMMUNICATION STRATEGIES
2.0 PROJECT TEAM

Involvement in more than 1 phase

2.1 ROLES AND RESPONSIBILITIES

2.1.1 Schematic Design

2.1 ROLES AND RESPONSIBILITIES

2.1.1 Schematic Design (cot’d)

2.1.2 Development Design

2.1 ROLES AND RESPONSIBILITIES

2.1.3 Contract Documentation

2.1 ROLES AND RESPONSIBILITIES

2.1.4 Contract Implementation

2.1 ROLES AND RESPONSIBILITIES

2.1.4 Contract Implementation (cot’d)

2.1.5 Final Accounts and Completion

2.1 ROLES AND RESPONSIBILITIES

2.1.6 Communication Strategies

Diagram 2.2 : Hierarchy of communication during request of EOT

Diagram 2.3 : Hierarchy of communication during resolution of issue

3.0
ORGANISING STRUCTURE
3.0 ORGANISING STRUCTURE

Diagram 3.1 : Organization Structure of AKRSA

4.0
STAKEHOLDERS
4.0 STAKEHOLDERS

Diagram 4.1 : Hierarchy of Stakeholders of AKRSA

5.0
PROJECT INFORMATION

5.1 SCHEMATIC DESIGN PHASE

5.2 DESIGN DEVELOPMENT PHASE

5.3 CONTRACT DOCUMENTATION PHASE

5.4 CONTRACT IMPLEMENTATION PHASE

5.5 COMPLETION AND FINAL ACCOUNTS PHASE

 5.1
PROJECT INFORMATION

5.1 SCHEMATIC DESIGN PHASE

5.1.1 PROJECT BRIEF

5.1.2 SITE ANALYSIS
5.1.3 CONCEPT DESIGN PROPOSAL
5.1.4 APPOINTMENT OF ARCHITECT
5.1.5 PRELIMINARY DESIGN PROPOSAL
5.1.6 APPOINTMENT OF CONSULTANTS
5.1.7 DEVELOPMENT ORDER
5.1 SCHEMATIC DESIGN PHASE
5.1 SCHEMATIC DESIGN PHASE

Fig. 5.1.3 : Concept proposal as

part of concept design proposal

Fig. 5.1.4 CCM minutes on revisions on design.

Fig. 5.1.5 Letter of appointment to architect.

5.1 SCHEMATIC DESIGN PHASE

V. Preliminary Design Proposal

The design is improved after a CCM with better informed decisions

from the appointment of other consultants with the approval of the
client. Besides that, the architects also consulted other consultants
such as the sub-contractors (under C&S engineer) to conduct soil
investigations. The architect then presents the improved design to the
client after 2 weeks. Fig. 5.1.6 : Rendering of overall
masterplan
The architects also provided a preliminary cost estimate based on the
area of the building according to respective finishes.

Fig. 5.1.8 : Proposed schedule of Fig. 5.1.9 : Proposed preliminary

accommodation cost estimate

Fig. 5.1.7 : Letter notifying the results

of soil investigation

Fig. 5.1.10 : Letter of Appointment

to Town Planner
5.1 SCHEMATIC DESIGN PHASE

VI. Development Order (DO)

Fig. 5.1.11 : Certificate of Development Order Fig. 5.1.12 : Approval of appointed

agent to liaise with the authorities

Fig. 5.1.13 : Sijil Carian Rasmi Fig. 5.1.14 : Land title Fig. 5.1.15 : Site boundary
5.1 SCHEMATIC DESIGN PHASE

Conclusion
 5.2
PROJECT INFORMATION

5.2 DESIGN DEVELOPMENT PHASE

5.2.1 GENERAL ARRANGEMENT DRAWINGS ( GA )

5.2.2 BUILDING STRUCTURAL DRAWINGS
5.2.3 BUILDING SERVICES LAYOUT
5.2.4 ELECTRICAL SYSTEM
5.2.5 LANDSCAPE LAYOUT
5.2.6 MEETING MINUTES
5.2.7 SUBMISSION FOR BUILDING PLAN APPROVAL
5.2 DESIGN DEVELOPMENT PHASE
5.2 DESIGN DEVELOPMENT PHASE

5.2.1 General Arrangement (GA) Drawings

Fig. 5.2.1.2 : Elevation drawings of

food court

5.2.2 Building Structural Drawings

5.2 DESIGN DEVELOPMENT PHASE

5.2.3 Building Services Layout

Air Conditioning and

Mechanical Ventilation (ACMV)
services.

Air
Conditioning and Mechanical
Ventilation (ACMV) services.

.
5.2 DESIGN DEVELOPMENT PHASE

5.2.4 Electrical System

5.2.5 Landscape Layout

5.2 DESIGN DEVELOPMENT PHASE

5.2.6 MEETING MINUTES

5.2.7 SUBMISSION FOR BUILDING PLAN APPROVAL

5.2 DESIGN DEVELOPMENT PHASE

5.2.7.1 BORANG A

5.2.7.2 Building Plans ( BP )

5.2 DESIGN DEVELOPMENT PHASE

5.2.7.3 Bomba Plans

5.2.7.4 Landscape plans

5.2 DESIGN DEVELOPMENT PHASE

5.2.7.5 Water Supply & Sewerage Approval

5.2.7.6 Amended Building Plans

5.2.7.7 Approval of Building Plans

5.2 DESIGN DEVELOPMENT PHASE

5.2.7.8 Updated Cost Estimation

Analysis statement

It is crucial to get all consultants on board during design development

phase as some parties only start working after the drawing plans have
been finalised. GA drawing, especially, had been carefully constructed
as the basic reference at the early stage for other working drawings like
C&S and M&E drawings to be prepared.
 5.3
PROJECT INFORMATION

5.3 CONTRACT DOCUMENTATION PHASE

5.3.1 TENDER DOCUMENTATION

5.3.2 TENDER NOTICE
5.3.3 BILL OF QUANTITY
5.3.4 TENDER EVALUATION
5.3.5 LETTER OF AWARD
5.3 CONTRACT DOCUMENTATION PHASE
5.3 CONTRACT DOCUMENTATION PHASE
5.3 CONTRACT DOCUMENTATION PHASE
5.3 CONTRACT DOCUMENTATION PHASE
 5.4
PROJECT INFORMATION

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.1 PRE-COMMENCEMENT OF WORK

5.4.2 COMMENCEMENT OF WORK

5.4.2.1 PROJECT ADMINISTRATION

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.1 PRE-COMMENCEMENT OF WORK

5.4.1.1 Initial Project Meeting

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2 COMMENCEMENT OF WORK

5.4.2.1 PROJECT ADMINISTRATION

5.4.2.1.1 Site Meeting, Client-Consultant Meetings (CCM),

Technical Consultant Meetings (TCM)
5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.2 Site Memo

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.3 Request for Information ( RFI )

5.4.2.1.4. Architect’s Instructions ( AI )

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.5 Variation Order ( VO )

 5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.6 Extension Of Time ( EOT )

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.7 Interim Payment Certificate

Payment
Preparation

Valuation

Certificate

Oversee by Contract Administrator

5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.8 Reimbursement / Claim

1.

2.

3.

4.
5.4 CONTRACT IMPLEMENTATION PHASE
5.4.2.1.9 Stage Claim
To collect a professional fee , PLUS Berhad has their own invoice
checklist that ensures efficient process of stage claim.
5.4 CONTRACT IMPLEMENTATION PHASE

5.4.2.1.10 Testing and Verification for Final Building

Inspections
 5.5
PROJECT INFORMATION

5.5 COMPLETION AND FINAL ACCOUNTS PHASE

5.5.1 ISSUANCE OF CERTIFICATE OF PRACTICAL

COMPLETION (CPC)
5.5.2 DEFECT LIABILITY PERIOD (DLP)
5.5.3 ISSUANCE OF CERTIFICATE OF COMPLETION &
COMPLIANCE (CCC)
5.5.4 HANDOVER TO CLIENT
5.5.5 CERTIFICATE OF MAKING GOOD DEFECTS (CMGD)
5.5.6 FINAL ACCOUNTS

5.6 IMPLEMENTATION TOOLS

5.5 COMPLETION AND FINAL ACCOUNTS PHASE

Fig. 5.5.1.1 : Building inspection

report highlighting the defects to
be rectified by the contractor.

Fig. 5.5.1.2 : Certificate of

Practical Completion.
5.5 COMPLETION AND FINAL ACCOUNTS PHASE

Fig. 5.5.2.1 : LD & DLP stated in the

meeting minutes.
5.5 COMPLETION AND FINAL ACCOUNTS PHASE

Borang G1 to G3 are submitted and certified at the start of the project

construction. Other Borang Gs are submitted based on the completion
of each stage. The architect is responsible to monitor and collect the
forms with the contractor, consultant and authority’s approval. The
architect also submits a letter to invite the authorities to conduct a
check to ensure the rules and requirements are abided.

The contractor, Kejuteraan Cempaka Jaya Sdn. Bhd. also submits a

CIDB, Suruhanjaya Tenaga and SPAN certification to certify them as a
registered contractor, encompassing construction, electrical, water and
sewerage works. If the consultant submits the form incorrectly, the
architect would need to notify the consultant to resubmit the form.

Fig. 5.5.3.1 : Borang G checklist Fig. 5.5.3.2 : Letter for checks to Fig. 5.5.3.3 : Letter to notify the
authorities submission of Borang G to
consultant

Fig. 5.5.3.4 : Borang G 12 Fig. 5.5.3.5 : Contractor’s permit

on water works
5.5 COMPLETION AND FINAL ACCOUNTS PHASE

Fig. 5.5.4.1 : Issued drawings

Fig. 5.5.5.1 : Architect’s certification of SKPL

Fig. 5.5.5.2 : Approval of rectification works from contractor, consultant and

client
 5.5 COMPLETION AND FINAL ACCOUNTS PHASE

5.5.6 Final Accounts

In order to issue the final payment to contractors and consultants, the

final accounts are calculated to include:

1. Fluctuations of material cost

2. Variations cost of works
3. Loss & expense from extension of time
4. Payment to subcontractors
5. Liquidated damages
6. Release of retention fees

The quantity surveyor prepares the financial statement and ensure the
Fig. 5.5.6.1 : Letter notifying the
accounts are balanced according to the agreed contracts. Once the client of the issue of CMGD and Final
final accounts are completed, the architect issues a letter to notify the Accounts
client to release funds for final payment and complete the contract.

Fig. 5.5.6.2 : Summary of final certificate Fig. 5.5.6.3 : Final payment certificate Fig. 5.5.6.4 : Statement of Final Accounts
5.6 IMPLEMENTATION TOOLS

5.6.1 Microsoft Excel

Fig. 5.6.1.1 : Project timeline Gantt

Chart

5.6.2 Autodesk AutoCAD

Fig. 5.6.2.1 : Floor plan of food court

5.6.3 Sketchup 2013

Fig. 5.6.3.1 : 3D model of the food court

5.6.4 Lumion

Fig. 5.6.4.1 : 3D model of food court being

rendered
 6.0
RISK ANALYSIS
6.0 RISK ANALYSIS
Fig : Risks Analysis Chart
6.1 RISK MANAGEMENT
7.0
MONITORING TOOLS AND TECHNIQUES

7.1 TYPES OF MONITORING TOOLS

7.1.1 SITE MEETINGS

7.1.2 TECHNICAL MEETINGS
7.1.3 MEETING MINUTES
7.1.4 GANTT CHART
7.1.5 PHYSICAL S CURVE CHART
7.0 MONITORING
TOOLS AND TECHNIQUES

7.1 Types of Monitoring Tools

Fig 7.1 : Briefing sheet for

meeting with client.

Fig 7.2 : Contents of Meeting

Minutes and Attendance Sheet
7.0 MONITORING
TOOLS AND TECHNIQUES

Fig 7.3 : Gantt Chart depicting

schedule of works to be done.

Fig 7.4 : Physical S Curve Chart

comparing planned and current
status of project.
 8.0
PROJECT PROCUREMENT

8.1 METHOD OF PROCUREMENT : TRADITIONAL

PROCUREMENT

8.2 PROCUREMENT CONTROL STRATEGIES AND

IMPLEMENTATION

8.2.1 RECOMMENDATION BY QUOTATION

REFERENCE

8.2.2 EXPEDITING OF MATERIALS

8.0 PROJECT PROCUREMENT

8.1 Method of Procurement : Traditional Procurement

Diagram 8.1 : Procurement Flowchart

8.0 PROJECT PROCUREMENT

8.2 Procurement Control Strategies and Implementation

Fig. 8.2.1 Quotation by Shang Height

Construction Sdn Bhd
8.0 PROJECT PROCUREMENT

Fig. 8.2.2 Recommendations by

Nanizain Architect on the
procured item

Fig. 8.2.3 Alternative solution to

replace originally planned tiles to
solve delay issue
 9.0
SUCCESS CRITERIA
9.0 SUCCESS CRITERIA

Diagram 9.1 : Triple Constraint / Project Management Triangle

10.0
CONCLUSION
10.0 CONCLUSION
11.0
REFERENCES
11.0 REFERENCES

Fryer, B. (2002). The Practice of Construction Management. p.71.

Bennett., F. (2003). The Managemnet of Construction. USA: Elsevier Ltd.

Harris, F., McCaffer, R. and Edum-Fotwe, F. (2013). Modern construction management. Hoboken, N.J.: Wiley-Blackwell,
pp.171-210.

S.Barrie, D. and C. Paulson, B. (1981). Professional construction management. [South Melbourne, Vic.]: Royal Australian
Institute of Architects (Victorian Chapter), pp.332-352.

Cidb.gov.my. (2019). Contractor Registration Requirements and Procedure with CIDB. [online] Available at:
http://www.cidb.gov.my/index.php/en/legislation/guidelines/keperluan-dan-prosedur-pendaftaran-kontraktor-dengan-cidb
[Accessed 1 Oct. 2019].

Copperproject.com. (2019). PM 101 — How to Define Project Success Criteria? - Copper Project Management Software.
[online] Available at: https://www.copperproject.com/2018/03/pm-101-define-project-success-criteria/ [Accessed 1 Oct.
2019].

Linkedin.com. (2019). Final Account Procedures (for construction projects). [online] Available at:
https://www.linkedin.com/pulse/final-account-procedures-construction-projects-mina-anis/. [Accessed 1 Oct. 2019].

Process (2019). Tender Process | A Complete Procurement Guide. [online] Slideshare.net. Available at:
https://www.slideshare.net/TenderProcess/tender-process-27047746 [Accessed 1 Oct. 2019].

Pmi.org. (2019). Construction project claim management. [online] Available at:

https://www.pmi.org/learning/library/construction-project-claim-management-7582 [Accessed 1 Oct. 2019].

Pro), M. (2019). The 3 Procurement Methods: Advantages and Disadvantages. [online] Property Like a Pro. Available at:
https://propertylikeapro.com/procurement-methods/ [Accessed 1 Oct. 2019].

The Constructor. (2019). Risk Management in Construction Projects. [online] Available at:
https://theconstructor.org/construction/risk-management-construction-projects/24873/ [Accessed 1 Oct. 2019].

WhatIs.com. (2019). What is triple constraint? - Definition from WhatIs.com. [online] Available at:
https://whatis.techtarget.com/definition/triple-constraint [Accessed 1 Oct. 2019].

.
12.0
APPENDIX
12.0 APPENDIX
12.0 APPENDIX

Concept proposal.
12.0 APPENDIX

CCM minutes on revisions on design.

12.0 APPENDIX

Letter of appointment to architect.

12.0 APPENDIX

Rendering of overall masterplan

12.0 APPENDIX

Letter notifying the results of soil investigation.

12.0 APPENDIX

Proposed preliminary cost estimate.

Schedule of accommodation.
12.0 APPENDIX

Letter of Appointment to Town Planner

12.0 APPENDIX

Certificate of Development Order.

12.0 APPENDIX

Approval of appointed agent to liaise with the authorities.

12.0 APPENDIX

Sijil Carian Rasmi

12.0 APPENDIX

Land title
12.0 APPENDIX

Site boundary
12.0 APPENDIX
12.0 APPENDIX
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12.0 APPENDIX
12.0 APPENDIX
12.0 APPENDIX
12.0 APPENDIX

Certificate of Practical Completion.

12.0 APPENDIX
12.0 APPENDIX
12.0 APPENDIX
12.0 APPENDIX
12.0 APPENDIX
12.0 APPENDIX

Contractor’s permit on water works.

12.0 APPENDIX
12.0 APPENDIX

Architect’s certification of SKPL.

12.0 APPENDIX
12.0 APPENDIX

Summary of final certificate.

12.0 APPENDIX

Final payment certificate.

12.0 APPENDIX

Letter notifying the client of the issue of CMGD and Final Accounts.
12.0 APPENDIX

Statement of Final Accounts.

12.0 APPENDIX

Project timeline Gantt Chart

Floor plan of food court
12.0 APPENDIX

3D model of the food court

3D model of food court being rendered
12.0 APPENDIX
12.0 APPENDIX
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Briefing sheet for meeting with client.

12.0 APPENDIX

Contents of Meeting Minutes.

12.0 APPENDIX

Gantt Chart depicting schedule of works to be done.

Physical S Curve Chart comparing planned and current status of project.
12.0 APPENDIX

Quotation by Shang Height Construction Sdn Bhd.

12.0 APPENDIX

Recommendations by Nanizain Architect on the procured item.

Alternative solution to replace originally planned tiles to solve delay issue.
 FIN.
THANK YOU FOR YOUR TIME.