IOSR Journal of Mechanical and Civil Engineering (IOSR-JMCE)

e-ISSN: 2278-1684,p-ISSN: 2320-334X, Volume 10, Issue 6 (Jan. 2014), PP 14-19

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Role of Project Management Consultancy in Construction

Project
Atul R Nikumbh1, Dr. S.S. Pimplikar2
1
Post graduate student, 2Prof & Head of Dept. of Civil Engineering,
2
MAEER’S Maharashtra Institute of Technology, Pune university, India.

Abstract : The construction industry generally deals with the various types of construction sectors viz Real
Estate & Infrastructure. Real Estate Sector is segmented in Residential, Industrial, Corporate, and
Commercial. Whereas Infrastructure sector in Roads, Railways, Urban Infrastructures, Ports, Airports and
Power. To manage such kind of unique projects requires an expertise with organizations and a thorough
body of knowledge. The purpose of this paper is to provide the analysis or breakdown of Role of Project
Management Consultancy and study the Problems faced by PMC for implementing the project. Project
Management Consultancy plays multifaceted part in such projects and provides the services from inception
to completion of projects. At every stage of project life cycle, the principles of pro-activeness and creating
the win-win situation is necessary keeping in mind the customer / client’s requirements. Use of Project
Management Consultancy (PMC) offers one of the effective management solution to increase and improve the
efficiency and outcome of a project in construction. A case study of construction of a Mega Industrial
Project which is dealt by PMC and Project consist of various type of buildings for Manufacturing unit,
Assembling unit , Logistic unit , Process unit with allied Infra of Electrical utilities, Services like Fire
fighting, Sewage line, Storm water arrangement and Road etc have been considered for this research work.
Keywords: Body of Knowledge, Industrial Buildings, Project Management Consultancy (PMC), Role &
Responsibility Matrix.

I. INTRODUCTION
The Project Management Consultancy has a wide variety of roles to play during the construction
process. Construction project gives benefits to the Customer / Client in terms of satisfaction and it consists of
business development, profit, resources utilization, etc. Because of this consultancy plays a multifa ceted part
in the construction project, and is usually involved in the project from the project’s inception to its
completion. It is important to fully understand Project Management Consultancy and authority. Doing so
ensures that the Consultancy can be fully maximized on each construction project. Normally the job is
managed by the Project Manager and supervised by the Construction Manager, and allied team of design
engineer, construction engineer or project architect. Efficiency in Management is needed to gain a higher
level in competitiveness. Every construction project is different i.e. unique, every construction project
demands the full attention, professionalism and energy of its project team, every construction project
depends upon an experienced leader to make it happen. The construction industry in India has grown very
fast with the construction of new projects. Due to the rapid expansion in the construction industry, the
services provided by the Consultancy need to be improved in terms of performanc e and quality of work to
meet the construction project goals and objective and also the clients satisfaction.
Paper highlights the case study for research of dealing the Mega Industrial Projects by PMC through
their role and responsibility during project life cycle from Project Initiation Phase and A/E Selection -
Schematic Design Phase- Design Development Phase- Construction Documents Phase- Bidding and Award
Phase- Construction Phase - Closeout. In all phases PMC manage the project by various services like
Scheduling, Cost budgeting, Value engineering, Risk Identifying, Monitoring & controlling, Time line
optimization, Resources Allocations, etc.

II. NEED FOR CONSULTANCY :

1. Shortage of specialized staff with the Industry since at present the supervisory staff conversant
with latest construction technique is not available in bulk. 2. Also, in general, there is a shortage of
supervisors who can be associated with a single project. 3. Faster execution of projects in short time.

III. PMC ROLES AND RESPONSIBILITY MATRIX:

There is no specific definition of project consultant. Most definitions describe management
consultants by their roles and responsibility and services that they provide using tools and skills they have in
delivering a task assigned by the client or the owner of the project (Dzulkarnaen, 2005).
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 Role of Project Management Consultancy in Construction Project

Project is a Temporary endeavor with a specific beginning and end (i.e. has limited life) and creat es
a unique product, service or result (i.e. each project by definition is unique). Project management is the art of
directing and coordinating human and material resources throughout the life of a project by using modem
management techniques to achieve pre-determined objectives of scope, cost, time, quality and participation
satisfaction.
Consultation is happening if the clients seek expert knowledge or some opinions on some
engineering problems or anything that involves engineering matters. Consultation maybe brief or extended
which involves only few hours of time, with the clients sitting across the desk of the consultant. Other
consultation may require traveling, some period of substantial portion of a consultant’s time over a period of
several months, and repeated presentations and discussions with the client (Maxwell, 1982).
Table 1 shows the roles and responsibility matrix for the various stakeholders of the project at different
stages of construction.

Table: 1 Roles and Responsibility Matrix

(R- Responsibility, I- Participatory responsibility)
Code Description of Project Management Consultancy’s Roles and Responsibility Matrix @ Industrial Projects
Client PMC Architect
A. Pre-construction Stage:

A.1 Analyze Client’s project related requirements I R R

A.2 Prepare the Design Brief in terms of function ability, cost, time, quality and safety R R R
A.3 Develop project control systems I R I
A.4 Finalization of project organization chart. R R I
A.5 Establishment of project communication and reporting system I R I
A.6 Preparation of works breakdown structure I R I
A.7 Preparation of Project Master Schedule with base line I R I
A.8 Preparation of Design / Drawings deliverables schedule I R I
A.9 Feedback on the Master Budget of the project I R I
A10 Co-ordination and follow-up with Architect and other design consultants for their inputs I R I
A.11 To identify and suggest consultants/designers for specialized requirements I R I
A.12 Lead project meetings as necessary for review of progress I R I
A.13 To set up ,track, monitor a design deliverable schedule I R I
A.14 Checking & verification of designer’s submissions (design basis reports, value engineering, cost benefit
I R I
analysis, drawings etc)
A.15 Cost control during all stages of design and design development R R I
A.16 Preparation of procurement plan R R I
A.17 Review of technical specifications and Bill of Quantities (BOQ) I R R
A.18 Monitoring the statutory approvals process by follow-ups with liaison consultants and reporting the progress. R R R
A.19 Conducting Pre-bid meetings and feedback for completeness of tender specifications and technical
R R I
parameters.
A.20 comparative statements & techno-commercial evaluation reports R R I
A.21 Submitting Weekly and Monthly progress reports I R I
B. Construction Stage
B. 1 Full time supervision of All construction works / activities for the project I R I
B.2 On-site design co-ordination and issue of drawings / clarifications I R R
B.3 Organize approval to contractors shop drawings, product data sheets, samples, R R R
B.4 Refinement of works breakdown structure I R I
B.5 Monitoring the progress of work with the Master construction schedule I R I
B.6 Prior flagging of anticipated bottlenecks and analysis of its reasons I R I
B.6 Day to day correspondences including contractual issues I R I
B.7 Change order management for design changes and extra items I R I
B.8 Prepare QA/QC plan and Method Statement I R I
B.9 Quality assurance and control to ensure conformance to drawings and specifications. I R I
B.10 Establish EHS plan (Environment, Health and Safety) I R I
B.11 Issue GFC drawings to respective contractors and keep updated record issued. I R I
B.12 Scrutinize and check working drawings received from Architects /designer I R I
B.13 Organize Progress review meetings on weekly basis. I R I
B.14 Collect, review and maintain all the records of contractors’ daily progress reports. I R I
C. Post-Construction Stage:
C.1 Advice about probable date of Substantial Completion I R I
C.2 Preparing & addressing the schedule of defects / punch lists I R I
C.3 Provide assistance in Testing and commissioning of the facility I R I
C.4 Collection and integration of various O and M manuals, commissioning & test certificates I R I
C.5 Reconciliation and Certification of Final bills of contractors, suppliers, vendors and consultants I R I
C.6 Preparation of project close-out report including learning I R I
C.7 Collate and verify all As-built drawings I R I
C.8 Addressing any queries during defects liability period I R I
C.9 Co-ordination with the Contractors to rectify the defects during the defects liability period, I R I

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 Role of Project Management Consultancy in Construction Project

IV. CASE STUDY:

Project Management Consultancy manages the Mega Industrial Project in Maharashtra, India.
Project land area of 90.00 Acre and proposed Industrial Buildings are 8 No ( 16.50 Lac sqft ) space with
supporting utilities building, other services like fire fighting, etc and whole project is bifurcated in to 3 -
Phases with allied infra works as follow :

Table: 2 Overview of Industrial Project

Phase 1: Phase 2: Phase 3:
(Completed and Operational) ( Construction in Progress) ( Proposed construction)
• Building B1 • Building B1A- • B
• Building B3 106,284 Sqft uilding B6
• Building B4 (B4A+B4D) • Building B5- 162,096 • B
• Building B8 Sqft uilding B7
• Electrical Substation- 33 • Building B2 - 58,056
KVA Sqft
• Roads, STP, General • PMO, Gatehouse-
Infrastructure 12,086+2,968 Sqft
• Roads and
Infrastructure

4.1 Methodology:
The data of this research was collected from different sources. Literature and theoretical reviews have been
taken from books, articles and papers to describe main concepts about consultant service management in
construction project. The main methods are descriptive, explanatory and quantitative. In description, it starts by
providing information about the current situation on the field of the construction industry. The quantitative works
done by collecting data from field / Site. Also collecting data by some questionnaires from the case study.
Experiences shared by supervisor engineers, managers, in tackling problems at various levels in these projects
put forth during planning stage of a new project helps in over viewing the project and identifying the expected
expert judgments.

4.2 Project Scheduling –Phase-1:

Generally Industrial buildings are constructed and earlier ready in the form of Cold Shell, but it is very
difficult to completely make it 100 % ready for functional use. It is reflected from Table-2 data that the within
9-12 months Industrial building having built area 1.5 Lac (Appr.) Sqft can be completed with a slight delay with
satisfactorily functioning and commission in the presence of PMC. Table 3 gives the schedule actually achieved
for the completion for phase – I.

Table: 3 Project Schedule

Industrial Project- Phase- 1 Activity Building B3 Building B4A Building B4D Building B8
Concept Initiation 03.05.2012 20.01.2012 01.06.2012 28.03.2012
Civil Works 11 Months 06 Months 08 Months 07 Months
Structural Work (Pre-Engineered building) 09 Months 06 Months 07 Months 07 Months
Services 05 Months 03 Months 03 Months 05 Months
Allied Infra 06 Months 04 Months 05 Months 07 Months
Office Bldg. with Interior Works 08 Months 04 Months 07 Months 07 Months
Completion & Handing Over 22.05.2013 20.08.2012 26.03.2013 19.03.2013
Total Duration 12 Months 08 Months 09 Months 12 Months

The proposed project cash flows for the phase- II are shown in fig 01, whereas the projected
manpower requirements are indicated in fig 02. Fig 02 reflects the need for averaging out the resource
allocation, particularly in the period from April-14 to August -14.

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 Role of Project Management Consultancy in Construction Project

4.3 Project Cash Flow –Phase-2

Fig-1 Cash-Flow

4.4 Resource Allocation -Project Total Manpower-Phase-II

Fig-2 Allocation of Total Manpower

4.5 Project Time Line Optimization:

PMC tried to optimize the time factor through various phases, where delays have occurred. These efforts are
mentioned in Table 4.
Table: 4 Time Line Optimization
1. Finalization of Building Elevation and sign off with concept
2. Addendums of Tenant Improvement finalization in early
design stage & sign off on concept & details
3. Incorporation of statutory requirements in design phase
Design Phase
4. Addition of Mezzanine structural works to PEB (pre-
engineered building) scope
5. Linking Building Schedule to Design delivery schedule
6. Finalization of Power requirements of End user
7. Introduction of Precast Waffle wall
1. Delinking of PEB (pre-engineered building) & civil package to
concept finalization
2. Linking Procurement schedule to building deliverables
Procurement Phase
3. Untimely processing per lead delivery of long lead items viz.
Dock leveler, Fire door, HT Cables, etc.
4. Soft copy approvals – Reduction in Hard copies turnaround
time
1. Milestone linking to individual package delivery timelines, Set
points briefing & acceptance
2. Progress balancing per requirements through work scope
Construction Phase shuffling
3. Progress communication & running catch up plans for delays
4. Lesser turnaround time trough design communication in soft
forms
5. Identification & attention of snags through process

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 Role of Project Management Consultancy in Construction Project

4.6 Project Governance Structure:

1.Respond to escalation from project team
2.Provide guidance & way forward
3.Meet every month
4.Review & respond to escalated items from on site
project team
5.Escalate to senior management
6.Meet every day with PMC project team
7.Review delays, issues/risks with PMC project team
8.Meet every day with on site contractors, suppliers
9.Reports progress highlights ,delays through delay
logs
10.Review risks ,issues and key topics every week
with contractors through weekly review meetings
11.Schedule status review
12.Escalate risks/issues & related recommendations to
CLIENT project team as appropriate
13.Meet every day with team members
14.Review progress issues, review status of specific
areas & ensure common understanding of project
progress
15.Inform & escalate the issues
Fig-3 Project Governance Structure

Project Governance structure is for easy communication through authorities to avoid the conflict and
the further delay. In order to channelize this structure smoothly various lines of actions need to be
implemented such as escalating any issue of contractor to PMC and further firm PMC to client and to the
Project Team. PMC also reports through dash board to higher management of client and provide the
direction to contractor as per feedback received. This is shown in Fig 3.

Table 5 reflects the key challenges faced by the project management consultant whereas, Table 6
indicates the various efforts undertaken by the PMC to overcome these challenges.

Table 5: Key Challenges faced by project management consultant

1. Constructability issues 2. Supply chain risk – material delays
3. Poor quality engineering process runs 4. Inter-Contractor Coordination Issues
5. Activity dependency structure 6. Lack of Safety Awareness & Unsafe work
methods
7. Meteorological limitations

Table 6 efforts done by PMC to overcome the Challenges

Coordination meetings, Services Coordinator right from design Activity sequencing to reduce idle man hours in Monsoon
phase
Higher management reporting dashboard – issues & achievements Round table progress reviews, design – construction
communication interface
Planning sign off & adherence system Daily quality audits, quality diligence & delivery sessions in
team, calibrations & standardizations enforcement
Conversion of RCC to Composite structure – Mezzanine, Package Safe working methodologies, Safety awareness programs,
additions to pre engineered buildings Penalty enforcement on defaulters
Project Delivery – Material delivery interface & forecast
communications

V. KNOWLEDGE:
There is no unique solution to what knowledge areas are necessary for managing a project.
Knowledge needs to vary from project to project. Some of the knowledge needed to manage projects is
unique or nearly unique. Project management knowledge areas do overlap with disciplines in General
Management and Technology Management. The Project Management Institute in USA advocates 10
knowledge areas for managing projects in their ‘A guide to the project management body of knowledge –
Fifth Edition-2013. These are also supported by ISO 10006 and renowned project management institutions in
the world. These knowledge areas in construction project management can be broadly grouped as under:
1. Project Integration management
2. Project Scope Management

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 Role of Project Management Consultancy in Construction Project

3. Project Time Management

4. Project Cost Management
5. Project Quality Management
6. Project Human Resource Management
7. Project Communications Management
8. Project Risk Management
9. Project Procurement / Contract Management
10. Project Stake holder Management

5.1 Dealing with the Risks:

Risk identification, proper analysis and scientific mitigation are essential for a successful project.
The PMC’s role as implemented on the project is as shown in Table 7.

Table 7: Role or PMC in dealing with project risk

Risks Identified M a. Sign off on the tenants on all
1.Concept Plan finalization I concept layouts & scope sheets
2.Turnaround time of Design approvals T b. Follow up meetings with A/E
I every week
3.Alignment of scope sheet of tenants with
G c. Identify long lead items & trace
BOQ’s
A those well in time
4.Procurement system ambiguity
T d. Participate & educate team in
5.Vendors not on board I training to all new techniques
6.Modifications to Building Elevation O e. Quality Assurance Plan
7.Market risks & supply chain factors N implementation
8. Adoption of new execution methodology f. Adoptions of recommendations
(Waffle wall, FM II floor etc) P by Liasioning agencies for future
9.Cash flow factors L development & compliances
10.Design errors & omissions A g. To review the Risks & Issues
N on Weekly basis, discuss more often
with client

VI. CONCLUSION:
Project Management Consultants manage the Project by application of their Knowledge, Skills, and
Experience at various stages. However PMC has to face various challenges like Design Issues,
Constructability Issues, Long lead material Issues, Inter Contractor Coordination Issues, Engineering Issues,
Safety Issues, etc These issues could be tackled by a well organised approach of the PMC. This also
includes adopting the various types of tools of higher management like Reporting dashboard, Round table
progress Review and conduction of brainstorming sessions, training on various field, design – construction
interface, Daily quality audits, quality diligence & delivery sessions in team.
In addition to above Project Management Consultancy is effective and efficient only when it is involved in Total
Project Life Cycle from Conception to Closeout. Awareness of various Processes involved in Project
Management and detail study of multiple constraints of project like Time-Cost-Risk-Scope-Quality-Resource
are an integral part of any project management consultancy.

ACKNOWLEDGEMENT
The authors would like to thank to M/s client of Mega Industrial Project Pvt Ltd, India & Project Management Consultants for their
support and guidance in completing the research for the case study.

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