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Last Updated 4/5/2012

Project Management in Design

OVERVIEW

The Office of Project Development and Coordination (OBO/PDCS/PDC) provides project management for all new construction and major rehabilitation projects from inception through the award of a construction contract. The project leadership team is typically staffed by a Project Manager (OBO/PDCS/PDC), a Project Architect (OBO/PDCS/DE/DA), and a Construction Executive (OBO/CFSM/CM) in Washington, and a Project Director at post. The Project Managers lead project development during the planning and design phase, and are consulted regarding all issues affecting schedule, scope, and cost. During the construction phase, the on-site Project Director is in charge, and the Construction Executive in the Office of Construction Management (OBO/CFSM/CM) becomes the head of the Washington team; the Project Manager remains on board as part of the team. It is critical that these three team members be actively involved throughout the life of the project. Smaller projects may be managed by the Office of Facility Management (OBO/CFSM/FAC) or by post, depending on their scope and budget.

 

Multiple OBO offices are involved in managing and executing Special Repair and Improvement Program projects, which are for the restoration, alteration, modernization, and construction of facilities essential to providing a safe, secure, and functional environment.  The Office of Area Management (OBO/OPS/AM) administer funding, and the assignment of responsibility for each project’s management and execution is determined by its complexity and required technical expertise, as well as resource availability. 

 

 

Effective project management requires the clear articulation and dissemination of all project parameters, assumptions, risks, constraints, and mitigation strategies to successfully bring a project from initiation to a construction or Design/Build award. The success of a project relies on the ability of the Project Manager to direct the many phases of the process and to create a collaborative working relationship among the team.

 

The Bureau of Overseas Buildings Operations (OBO) brings together a variety of specialists from its directorates, along with representatives of other State Department Bureaus, to form a multidisciplinary team for each major project. (OBO forms smaller teams for projects with a more limited scope).

 

The team’s size and composition differs from project to project, but generally includes a representative or representatives from each of the following State Department entities:

  • Project Manager (OBO/PDCS/PDC)
  • Area Management (OBO/OPS/AM)
  • Design and Engineering (OBO/PDCS/DE)
  • Architect (OBO/PDCS/DE/AD)
  • Interior Designer (OBO/PDCS/DE/ID)
  • Electrical Engineer (OBO/PDCS/DE/EE)
  • Mechanical Engineer (OBO/PDCS/DE/ME)
  • Civil Engineer (OBO/PDCS/DE/CSE)
  • Geotechnical Engineer (OBO/PDCS/DE/CSE)
  • Structural Engineer (OBO/PDCS/DE/CSE)
  • Design Coordination (OBO/PDCS/DE/DC)
  • Bureau of Diplomatic Security (DS)
  • Security Management (OBO/CFSM/SM)
  • Construction Management (OBO/CFSM/CM)
  • Fire Protection (OBO/OPS/FIR)
  • Facility Management (OBO/CFSM/FAC)
  • Safety, Health and Environmental Management (OBO/OPS/SHEM)
  • Cost Manager (OBO/PDCS/COST)
  • Planning and Real Estate (OBO/PRE)
  • Information Resource Management (IRM)
  • Art in Embassies (OBO/OPS/AIE)
  • Post
  • Tenants

In addition, the OBO team liaisons with the private sector Architect/Engineer (A/E) Contractor, hired either by direct solicitation or via an Indefinite Delivery/ Indefinite Quantity (IDIQ) contract, who executes the project (see A/E Team Selection). Private sector team members typically include:

  • Project Manager
  • Architect
  • Interior Designer
  • Landscape Architect
  • Sustainability Expert
  • Structural Engineer
  • Civil Engineer
  • Blast Engineer
  • Geotechnical Engineer
  • Electrical Engineer
  • Mechanical Engineer
  • Cost Estimator

 

GOALS

Delivering exceptional facilities requires superior project management. Project Managers must regularly review the status of their projects to ensure that they are delivering the quality of product that OBO articulates in the Guiding Principles for Design Excellence in Diplomatic Facilities, as well as in more specific documentation of OBO standards. It is the Project Manager’s responsibility to ensure that the interests of the end user, other Department Bureaus, and all of OBO's Directorates are properly represented and vested in the process.

 

Communicate the Importance of Design Excellence
OBO is committed to the development of policies, standards, training, and other tools to enable the design, construction, and maintenance of exceptional diplomatic facilities. Design Excellence must remain a high priority at the leadership and staff levels. The entire OBO organization, as well as its U.S. government and private sector partners, must understand and exemplify these values.

 

Approach Projects Holistically

Everyone plays a role in achieving and maintaining excellence. The early and active involvement of all stakeholders in a project is critical. A holistic and multidisciplinary approach to project development and execution will result in high-performance facilities that take into account the needs of a wide range of stakeholders from OBO and other Bureaus. This approach is key to ensuring that everything from maintenance and operability to the seamless integration of art is addressed in a timely and cost-effective manner.

 

Update Project Management Guidelines

Revising OBO’s existing project management guidelines to include clearly articulated design excellence policies and procedures will help OBO ensure a greater focus on the quality of the end product. Identifying key touch points in the project planning and development process—where a lack of specificity or outmoded procedures may result in project delays, omissions, and cost overruns—will help OBO meet its performance objectives while simultaneously delivering a higher quality product.

 

Share Project Information with Key Stakeholders

Project management should ensure throughout the planning and design development processes that information is available to the relevant parties at every step of the process. The support of a robust information technology infrastructure will facilitate this communication.

 

Use Cross-Cutting Information Technology

OBO must have a comprehensive IT platform that integrates and makes available all project information, promoting effective review, communication, and decision-making during project development and construction. It must also support the maintenance and operations of completed facilities. OBO staff will use the IT platform to document all project information. OBO must therefore ensure that its staff has the required IT capabilities and training.

 

Foster OBO Values through Team Communication

Excellent teamwork and communication is core to the success of any project, program, or organization. Communication between all parties involved in a facility’s planning, design, construction, operations, and maintenance strengthens the coordination of the design, reduces conflicts between building systems, minimizes cost overruns, and ensures that all stakeholders’ needs are addressed. In a highly technical organization such as OBO, it is imperative that each individual upholds the values in the Guiding Principles for Design Excellence in Diplomatic Facilities, both within the organization and with external stakeholders.

 

 

IMPLEMENTATION

In order to ensure a consistent level of quality across its inventory, OBO must refine its processes and uniformly apply the resulting policies. Good leadership and strong communication by Project Managers is essential to elevating the quality of the facilities we plan, design, construct, operate and maintain. Strategies underway to implement these goals include:

  • Utilize Multidisciplinary Project Teams
  • Define Project Roles and Responsibilities
  • Clarify Documentation
  • Clarify Project Processes
  • Foster Teamwork with Transparent Communications
  • Coordinate Project Management IT Platforms and Support
  • Implement Building Information Modeling (BIM)
  • Enhance Training