Project Team Selection
The success of a project is measured by "on time and on
budget" performance. We will use our Pyramid Project Model to help define our
structure necessary to provide the proper foundation from which to manage the project. You
need to organize a Project Management Team that can provide the basis for your foundation.
You should appoint a Project Manager with appropriate experience.
Other team members should be selected to provide a broadened base
of understanding, experience and required skills that are specific to the project. This
core group should be small. Additional individuals may join the team from time to time to
fulfill a specific requirement and withdraw when the assigned task has been completed.
Together they will set up project milestones by which to measure on time performance.
While every project is different, each may be segmented into six
basic phases. The model shown below is a Project Pyramid that we developed to illustrate
the sequence of events and scope of each phase.
Phase #1: System
Concept And Development
This is the Planning stage in the development of the project.
- Set project goals and expectations
- Gather information
- Develop concept layout
- Develop a preliminary project budget
- Prepare a preliminary project schedule
- Establish a preliminary cost justification
The team now has to gather and validate through-put rates and
growth projections which they will use in the next phase. Once the team accepts the data
it becomes the foundation for the Detail Design phase.
Do not expect have everyones buy-in at this stage. Their
concerns will be addressed as a matter of course as you progress through the next stage of
your project. You need to focus on developing a "flexible solution."
Phase #2: Integrated System
This is the "Detail Design" stage of the project during
which refinements in the both the process and spatial issues are addressed and resolved.
Integrate various mechanical hardware, electrical controls,
computer interface, and software into a complete operating "System."
- Validate and re-validate rate information.
- Evaluate and re-evaluate major System components to verify the
best use of resources, such as space, effectiveness, flexibility, and justification.
- Refine, analyze, and reconcile the cost justification.
- Refine and develop a detailed integrated project schedule.
If this is new construction, address joint occupancy and building
completion schedule issues.
You need to have complete buy-in from the group by the end of
this stage. You need to focus on closure of open issues and work diligently to manage the
expectations of the various members of the team. You need to be practical and realistic in
the refinement of the schedule. You need to "Design for Success."
If this is new construction this is the stage at which you need
to integrate your mechanical and electrical requirements with the General Contractor. You
need to manage details and be alerted to all changes that will occur during the
construction process. You will "claim" space (walls, ceiling, floor, etc.) so
that lights, plumbing, electrical, communications, and miscellaneous utilities do not
prevent you from installing the various system components correctly.
Phase #3: Develop
This is the preparation for the procurement stage of the project.
You now must put into various purchase specifications the operational and performance you
expect from each vendor.
- Prepare mechanical equipment specifications.
- Prepare electrical specifications and detailed Descriptions of
- Prepare computer interface specifications and operational
- Review operator and supervisory training requirements.
- Assist Purchasing in integration specifications and your terms and
In this step you turn your performance expectations into a
performance and detailed design specification. You establish the level of quality you
expect through the specifications. You can encourage vendors to offer additional cost
saving ideas. But do not permit the specification to be overwritten in such a manner as to
reduce your control over them and their subcontractors. You need to specify any testing
procedures, reliability demonstrations, and requests for extended warranties that may be
Phase #4: Proposal
Review and Analysis
In this Phase you analyze and evaluate the various proposals and
options that are offered and negotiate contracts and schedules with various vendors. Your
goal is to be meticulous and minimize any opportunity for a vendor to assess additional
- Review proposal specifications for compliance and deviations.
- Assess any deviation in vendor specifications.
- Prepare proposal evaluation.
- Assist in negotiating terms, scheduling, pricing, warranties, and
- Issue a final integrated system project schedule.
In this step you pull together the various vendors and integrate
them into the project team. Performance expectations, quality expectations, and schedule
expectations are transformed into contractual responsibilities. These contracts written
around your performance and schedule expectations are an essential tool in managing the
Phase #5: Systems Integration
This is the actual implementation and integration of the various
elements of the project.
- Reconfirm specification and installation performance compliance.
- Monitor and validate milestone progress for schedule compliance.
- Review and approve final test plans and supervise testing
procedures for compliance and successful completion.
- Review and approve final operator and maintenance training plans
and supervise training sessions for compliance and effectiveness.
- Provide integration assistance between vendors.
- Resolve "emerging issues" and provide assistance
This phase ends in commissioning the system, the most crucial and
demanding phase of the project. It is desirable to have the project team members actively
participating. They will acquire new problem solving, error recovery, and trouble-shooting
techniques through hands on experience. They will become more confident and capable of
managing the system. Most important, they take ownership of the system.
Phase #6: System Audit
Regrettably, some systems fail. Not often due to system design,
but more often to the inability of people to manage the changes in the operation.
Sometimes, initial training just isnt enough. We recommend that you audit the
performance of the system, the last phase in the pyramid.
In this phase you evaluate the performance of the equipment,
software, and operating personnel to be sure that you are operating the various systems in
a correct and efficient manner, and that the equipment and software is performing up to
the contractual level of performance.
- Monitor and review the mechanical equipment performance and
- Monitor and review the electrical controls interface performance.
- Monitor and review the computer interface and performance.
- Monitor operator performance and efficiency.
- Review maintenance procedures and records.
You will set up procedures for monitoring and capturing
performance information and frequency of problem occurrences. There may be some
"tweaking" necessary, or replacement of troublesome components. You will also
wish to evaluate procedures relating to operator performance. Some procedural changes
might enhance operator or system throughput.
Each and every project is different. The project management
approach outlined here provides you with the basic tools to help you organize your project
to meet your budget and schedule commitments and "Control the Outcome" of your