PROJECT CONCEPTION AND MONITORING PRESENTED BY: OLOJEDE SAMSON OLUSOLA DEPUTY BURSAR UNIVERSITY OF IBADAN 5 TH APRIL, 2016

PROJECT CONCEPTION AND MONITORING 1.0INTRODUCTION Project monitoring is the process of monitoring the construction work to ensure that the Contractor adhere strictly with the specification and the project is delivered at the appropriate time. Before the commencement of the construction work however, certain activities ought to have taken place. These are enumerated below; Every construction project takes the work of several different parties. Here are the main players, all of whom offer different jobs in construction. The construction process starts when the client decides there is a need for a project. 2

1.1PROJECT PREPARATION The client decides what they want to build, when they need it to be finished and how much they are prepared to pay. They usually employ a number of consultants to produce designs and estimate costs. The client will also have to obtain planning permission for the project and may need to purchase land or make legal agreements with other interested parties. As construction proceeds the client pays the contractor, as well as the other organizations involved, for the work they have done. Queries about the shape, size or colour of the building will be answered and other information will be given to those carrying out the work. The client will also make preparations to take over the finished project (for example, to move occupants and furniture into a completed building). 3

The Consultant: designs the project. Clients often employ consultants quite early in the project to advise them on design and cost matters. Consultants are usually employed for their expert knowledge in a particular field, for example, planning regulations, the design of a project, health, safety and welfare regulations or costing. Consultants commonly involved in construction projects: Architects: Architects are involved in designing the aesthetic appearance of buildings and the way in which internal spaces are arranged to ensure that the building meets the functional requirements of the client. The architect will often lead and co-ordinate the activities of the other consultants and be responsible for ensuring that the building complies with the conditions of planning permission. 4

Structural Engineers: Structural Engineers are responsible for designing the structure and foundations that support the various loads on a building, including people, furniture, fittings, vehicles and machinery. Structural engineers also ensure that the building will withstand all the elements. Electrical/Mechanical Engineers: Electrical/Mechanical Engineers design the systems within the building that control the internal environment. These include heating and ventilation, water supply and drainage, lighting, power supplies and telecommunications. Cost Consultants: Cost Consultants (often referred to as Quantity Surveyors) prepare estimates of how much projects will cost to build and monitor the actual costs during construction. They also review the tenders from contractors and advice the clients on which contractor should be employed for the construction work. 5

The Contractor: The Contractor is responsible for the construction work. Once sufficient design information is available, the client’s consultant team will issue tenders to contractors, who then submit a price or bid for building the project. The contractor’s main task is to complete the project in accordance with the design, to the required quality, in the time allowed and for the agreed price. Responsibilities also include the safety, health and welfare of the workforce and the public, the protection of the environment and minimizing disruption. Main contractors are responsible for the whole of a project and rarely have all of the skills necessary to build every part of a complicated building or structure. 6

Subcontractors are employed by the main contractor for parts of the project such as structural steelwork, foundation piling, roofing, cladding, plumbing and electrical work. Many subcontractors have specialist design knowledge of their area of work that consultants are not familiar with. These subcontractors are often given some design responsibility to make sure that the details of their part of the project successfully integrate with the other parts of the project design. After the completion of documentation work, the actual construction work begins. 7

1.2PROJECT MONITORING Monitoring is the regular observation and recording of activities taking place in a project. It is a process of routinely gathering information on all aspects of the project. Monitoring is a necessary core management instrument, both for projects that might be encountering problems and for projects which are encountering particular success. Monitoring is critical to all projects. Each project should have embedded internal project monitoring arrangements to check progress / achievement of milestones, identify problems, recognize the need for change / amendment / development and ensure quality. Monitoring is therefore to be perceived as a positive and constructive activity supporting the project and helping it to realize its objectives. 8

To monitor is to check on how project activities are progressing. It is observation; - systematic and purposeful observation. Monitoring also involves giving feedback about the progress of the project to the management and beneficiaries of the project. Reporting enables the gathered information to be used in making decisions for improving project performance Purpose of Monitoring: Monitoring is very important in project planning and implementation. Monitoring provides information that will be useful in: 9

Analyzing the situation in the project; Determining whether the inputs in the project are well utilized; Identifying problems facing the project and finding solutions; Ensuring all activities are carried out properly by the right people and in time; Using lessons from one project experience on to another; and Determining whether the way the project was planned is the most appropriate way of solving the problem at hand. 10

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