AISNSW CFO David Buley dives into the world of school construction projects and explores the value for schools of taking on a project manager for your next construction project.
The construction of school buildings is far more complex than it was even 10 years ago.
The planning environment is challenging as there are many more consultants required in order to adequately address planning controls and performance solutions. The costs are greater, and the risks are high. Schools innately trust their architect and usually their builder but the large projects that schools are embarking on to construct future facilities often need an additional, and critical, consultant - the project manager.
I spoke to Spectrum Property and Projects about why school capital projects need project managers (PM), and how they can add value to a school.
What is project management and what does a project manager do?
Most school projects are provided with a project manager by the builder, however, this person looks after the builder's interests, not the school's. Schools need a client-side project manager who will represent the school's interests throughout the project lifecycle. The PMs role is to ensure that the project is delivered safely, on time, within budget, and to the required quality standards. This includes managing stakeholders, overseeing the project team, coordinating with contractors, architects and consultants, and addressing all issues that arise during the project. The PM is the school’s advocate, acting independently and without bias to ensure the school’s vision and goals are realised.
Can't the architect perform this role?
They can, and often do, for small projects. However, architects are primarily responsible for the design of a project. As projects become larger, so do the risks, and schools should engage a professional PM to ensure the project has the best possible chance of coming in on time and on budget. A client-side PM ensures the design aligns with the school’s functional requirements, budget constraints, and timelines. Similar to the architect, the project manager should be engaged early to manage the entire project lifecycle, from planning through to completion, ensuring that the architect’s design integrates seamlessly with the construction and other project elements. The project manager also oversees stakeholder engagement, risk management, and quality assurance, providing a comprehensive oversight that goes beyond the design obligations of the architect.
Can the school business manager perform this role?
Usually the business manager has a full-time job already and won’t be able to provide the necessary time and attention to carry out the PM role effectively. Large projects have many hundreds of questions that need to be answered, reports to be provided, and cost claims to be scrutinised. Project Managers bring a unique skill set to a project, which are different to business managers.
Why shouldn't a school use just the builder's project manager?
Builders focus on the construction phase, ensuring that the physical work is carried out according to the design specifications. A school-side PM oversees not just the construction but also the pre-construction and post-construction phases. They advocate for the school, and coordinate between the architect and the builder, manage contracts, and ensure that the project meets the client’s objectives.
What advice would you give to an Independent school considering a major project?
Engage a school-side project manager early in the process. Early involvement allows the project manager to contribute to master planning, project planning and design phases, ensuring potential issues are addressed before they become problems. It’s also crucial to maintain open and regular communication with all stakeholders to ensure everyone’s needs are met, and that the project progresses smoothly. Many Independent schools have underestimated the importance of thorough risk management and quality control throughout the project, and risks have been realised, that otherwise would have been mitigated by a client-side project manager. By focusing more attention on these areas, schools can achieve their project goals effectively and efficiently.
How does a client-side project manager handle changes or unexpected issues during a project?
Changes and unexpected issues are inevitable in any project. A client-side project manager’s role is to be flexible and responsive and have a change management process in place to evaluate the impact of any proposed changes on the project's scope, schedule, and budget. For unexpected issues, a client-side project manager acts independently of the design team, and utilises risk management strategies to quickly identify, assess, and address problems via early intervention. Open communication with stakeholders ensures that everyone is aware of the situation and involved in decision-making.
Some schools may see that a project manager adds cost to the project, money that could be spent on construction. How do they add value?
Engaging a PM will save money in the long run by reducing risk, by acting as that tough negotiator, by mitigating time overruns, and by ensuring that all the invoices being passed through for payment are legitimate.
