Project Processes and Ethical Issues in Facilities Management
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This document discusses the project processes involved in facilities management, ethical issues, Victoria Legislative Functions, resource sourcing and allocation, management plans, and the tender document.
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DIPLOMA IN FACILITIES MANAGEMENT By Name Course Instructor Institution Location Date
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Assessment task 1 1.Project Processes Initiation: Upper West Side projects usually begin at the initiation stage. It involves the determination of the value of the project as well as its feasibility. Before the approval of the project, the documents are created to assist in selling the stakeholders work. The upper west side project involves a business case where there is the justification of the need of the project as well as the analysis of the return on investment. It is after the analysis has been done that the project receives approval. Planning After the project has been approved based on the analysis,the next step will include assembly of the project team who will then start planning on the mechanism of project management within the stipulated goals and time1. During the planning of the Upper West Side, the plan will include the needed resources, materials, and financing. The plan has been considered necessary since it gives the team the following information regarding the project: Scope Tasks Schedule. Quality Definition2 1De Geest, S., Marx, E.M.S., Rich, V., Spichiger, E., Schwendimann, R., Spirig, R. and Van Malderen, G., 2015. Developing a financial framework for academic service partnerships: Models of the United States and Europe.Journal of Nursing Scholarship,42(3), pp.295-304.
Organization Staff Communication Risks Procurements and Communication Execution This is actually where the rubber his road. The Upper West Side is finally started. Control and Monitor This is necessary to ensure that the project is actualized. All the aspects of the project are subjected to scrutiny and necessary adjustments made accordingly. Project Close This phase is basically involving closing up the project activities3. 2.Ethical issues Workplace culture In spite of the inclusion and the respect that exist in the current work environments as compared to the ones before, still, there is no organization that has made the culture of its company perfect. Projects managers should familiarize themselves with the code of conduct of the company 2Divino, V., DeKoven, M., Kleinrock, M., Wade, R.L. and Kaura, S., 2016. Orphan drug expenditures in the United States: A historical and prospective analysis, 2007–18.Health Affairs,35(9), pp.1588-1594 3Handa, V.L., Jensen, J.K. and Ostergard, D.R., 2017. Federal guidelines for the management of urinary incontinence in the United States: which patients should undergo urodynamic testing?.International Urogynecology Journal,6(4), pp.198-203.
ensuring that business partners, contractors, and employees understand their roles within the company. This helps in projects involving members of a team from various countries as a code of conduct accepted by one culture may be ignored by the other culture. Conflicts of Interest Stakeholders may take advantage of a large number of people and several outside vendors to provide an inappropriate preference, therefore, the manager should ensure that the parties involved in the project understand the standards of the company and a clear definition of the conflict of interest.4 Safety and Health Concerns The high pressure in large enterprise projects brought by the high stakes may make the stakeholders to ignore important issues on the health and safety of the public or team members of the project. The managers should raise an alarm in any case of such situations. Accountability Managers of the project should learn to own their mistakes and recognize the situations the stakeholders or the project group members trying to shift the responsibilities of the problems that may arise. 3. Victoria Legislative Functions 4Haskins, V. and Jacobs, M.D., 2015. Stolen Generations and Vanishing Indians: The Removal of Indigenous Children as a Weapon of War in the United States and Australia, 1870-1 940.Faculty Publications, Department of History, p.10.
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The project of the Upper west side will be done in compliance with the legislation that is being administered by the department for the main project portfolio captured between July 2017 and 30th2018 June. The acts are available within the Victorian Legislation as well as websites of parliamentary Documents. The project Development and construction management Act 1994 will be considered instrumental in the guidance as far as the project management is concerned. Other than complying with the directives as stipulated in management Act of 1994, it will also comply with policies of Victorian Government Purchasing Board supplywhich are even applicable to the non-public construction procurements. 3.How the organization Sources its resources and subsequent allocation The Upper West Side project will source its financial resources from different places. The main sources that have been identified include government grants, equity, debts. Financing provision from these alternative sources has had serious implication on the overall cost of the project, ultimate liability, cash flows as well as incomes5. The provision of the equity has been enhanced by the sponsors, third party private investors as well as the internally generated cash. Australian Property Management Company has been sourcing funds from the lender's debt of capital including commercial loans. Commercial loans refer to those specific funds that are lent by the commercial banks as well as other institution of finance. They have been acting as the main sources of debt financing. The other sources of financing that have been utilized by the project include grants. The Victoria government has been availing the grants to such companies 5Hemphill, S.A., Herrenkohl, T.I., Plenty, S.M., Toumbourou, J.W., Catalano, R.F. and McMorris, B.J., 2014. Pathways from school suspension to adolescent nonviolent antisocial behavior in students in Victoria, Australia and Washington State, United States.Journal of community psychology,40(3), pp.301-318.
so as to reduce risks of finance by the private investors as well as achieving the socially desirable objectives including economic growth. According to the Victoria State Legislation, the grants that have been made available are usually within the range from 10 to 40 percent of the entire investments. Project Details Name of the project: Construction of Suburban Branch Office. Area to be built up: 300 square meters. Company name: Australian Property Management. Number of Storeys: Ground plus Five floors Height of floor to floor=3.60m Plinth height=0.5m from the ground level Foundation Depth=1.5m below the level ground Internal Walls=150mm External walls=250mm Parapet wall=250mm The project cost
The cost of the project has been divided into two types including direct as well as indirect6. The direct costs have been regarded as directly changeable activities related to material costs, direct costs, equipment costs, transportation costs among others. The resource allocation thus has been conducted based on these types of costs. The project resource allocation has grouped supervision, overhead, charges of establishments, loss of profits, and penalty among others. Labour allocation to the project as one of the resources is dependent on the details of the project that have already been stated above. Taking peak units as the maximum resource in any day say 31 units; the respective activity allocation time will be as follows. 6Herscovitz, V.E., Jacob, G. and Maris, T.A., 2018. A remark on nuclear hole states in quasi-free scattering.Nuclear Physics A,109(2), pp.478- 480.
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In the project discussed, the schedule for the substructure as well as a superstructure for the fifth floor would be considered very critical7. Assessment task 2 1.Management plans for the project Resource management plan There is 3 main effective and efficient deployments of resources of an organization. They include; Plan:before starting a project, one has to sit down assemble the requirements for the project and organize them into a plan. The plan of a given project is directly proportional to the size of the project. People:leadership and communication skills and emotional intelligence of the people working on the project are equally vital for the success of the project8 7Jeffrey Hill, E., Grzywacz, J.G., Allen, S., Blanchard, V.L., Matz-Costa, C., Shulkin, S. and Pitt-Catsouphes, M., 2008. Defining and conceptualizing workplace flexibility.Community, Work, and Family,11(2), pp.149-163. 8
Time:an experienced manager should work towards the estimated time to check whether he is behind time, on time or ahead of time so that adjustments are made regarding the stipulated time for bringing the project to success. Fit-out management plans Team:thesize and scale of the project determine the team of knowledge and skills for negotiation, project management, and valuation required and an additional support team including information and communication technology, general coordination and location support. Plan:for the plan to work, a proper decision-making process and requirements by stakeholders must be in place to bring the project to success. Leadership:the project manager should ensure safe and secure support of the project. Governance:in the plan, the project board established should include the potential stakeholders from within and other representatives from other agencies working in a similar project. Communication:an appropriate communication of the members involved promotes understanding and encourages a sense of ownership of the staff. The report manager should ensure that any change in the project is communicated to the parties in an efficient and effective manner. Resourcing:proper allocation of time and resources and recognition of the required materials is necessary for the project development9. 9Murphy, S.B., Banyard, V.L., Maynard, S.P. and Dufresne, R., 2016. Advocates speak out on adult sexual assault: A unique crime demands a unique response.Journal of Aggression, Maltreatment & Trauma,20(6), pp.690-710.
Environmental management plan The main purpose of the plan is to provide a structure for implementation of the environmental policies of the University and a framework for environmental management at the University. The plan outlines program elements describing specific activities on the project. The program elements include; Communications Responsibility and structure of the organization Targets and objectives Policies of the environment Monitoring and self-Auditing Legal and other requirements Awareness and training Control of document Management review Construction management plan The executives and the construction managers can achieve their goals based on the key elements and structured and supported by the management system. These key elements of effective construction management include; Training:this is to ensure that the management level is trained to manage the performance of the project.
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Tools: this is to ensure that the tools are standardized and the reliability and transparency of the data acquired for analysis10. Subcontractors:ensures that contractors provide manpower to the standard of requirements and performance. Human resources:this ensures that the resources are provided on time and in the right levels through a structured Man-load. Site organization:this is to ensure proper identification and cleanliness of the site and organization of the materials. Quality and execution: to focus on quality, productivity, costs and the performance management of the project. Logistics:to ensure a structured plan for transportation and shifting, internal and external movements. Management system:to give clear information on the meetings, intervals of control, accountability, variances and action plans. Planning:to ensure information is shared in advance across the structure. Procurement:to ensure that materials and services are provided on time for the execution process. 2.Tender Document Scope 10LaPoe, V.L., Carter Olson, C. and Eckert, S., 2017. “Linkedin Is My Office; Facebook My Living Room, Twitter the Neighborhood Bar” Media Scholars’ Liminal Use of Social Media for Peer and Public Communication.Journal of Communication Inquiry,41(3), pp.185-206.
The number of tender invitees : Final purchaser: Name of the company: The number for identification: The identification and number of lots to be used: ____________________________________________________________ Funding source: Project’s name: Any tenderer that does not participate directly in the manufacturing of the materials that it intends to supply must have Authorization from the concerned parties11. Tender DocumentContents Forclarification Tenders purposes of tendersonly the following will be considered: Attention: Address: Number of Floor-Room: City: Region: Country: Telephone: Number of Facsimile: E- mail address: 11Naeim, A., Henk, H.J., Becker, L., Chia, V., Badre, S., Li, X. and Deeter, R., 2013. Pegfilgrastim prophylaxis is associated with a lower risk of hospitalization of cancer patients than filgrastim prophylaxis: a retrospective United States claims analysis of granulocyte colony-stimulating factors (G-CSF).BMC cancer,13(1), p.11
The tender language is: The following additional documents will be required during submission by the tenderer: Alternative option of Tenders ________________________________be put under consideration. The Purchaser shall will be expected to apply the criteria that have been indicated below for evaluation of alternatives: __________________________________________________ __________________________________________________ __________________________________________________ Deliverables The Price of the materials that will be supplied from the other places apart outsideVictorshallbequoted ____________________________________
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The Tenderer _________ will be expected to quote the price of insurance transportation as well as other local services needed in conveying the materials to the specific final points or locations. The costs or the prices that are quoted by the Tenderer shall be adjustable fixed / shall be fixed In the cases where the prices shall be adjustable, the methodology will be categorically specified in the sections, Qualification and Evaluation Criteria. The prices or costs that will be quoted for each lot shall be equivalent or corresponds at least to ________ percent (___)% of the materials specified for every phase. Prices quoted for every material of phase shall correspond at least to ________ percent (___) % of the quantities selected for every item of the phase. For services and materials that the Tenderer will supply from inside the prices shall be quoted in ___________________. Thevalidityperiodofthetendershallbe ____________________________ days. In addition to the original of the Tender, the number of copies is: Deadlines The outer as well as inner envelopes shall contain the following marks as additional identification : _____________________________________ For the purposes ofTender submission, the address of the purchaser is : Attention: City: Floor-Room no: Address:
Region: Country:________________________________________________ The submission deadline: Date: _______________________ Time: _______________________ The Tender opening shall take place at: Address: Floor/Room number: City: Country: Date: Time: Method of Delivery There will be use of currency for the tender comparison as well as evaluation purposes to assist in the conversion concerning all prices of tender as expressed in various currencies into a particular currency as: _______________________________________ The exchange rate shall be sourced as: The exchange rate date shall be set as: Theapplicableeconomicfactorsforevaluationshallbe: _______________________ The following methods of quantification will be used: ____________________________________________________________ The methodology of evaluation will be to determine the lowest-evaluated combination of lots _____________ be used. In case such a methodology is applied, it shall be as indicated in Section the Victorian Act 0f 1994 Qualification as well as Evaluation Criteria.
ContractAward The maximum percentage allowed for the quantity increase is : The maximum percentage allowed for a quantity decrease is: 3.Checklist Compulsory Tender Schedules have been accessed on receipt for compliance, for example, the Government Building and Construction Training Policy Compliance Declaration. Request for Non-included Tender Schedules and other information has been done to check for the compliance on access. Tender conditions allowed other tenders. All the possibly needed information by the tender documents has been issued and accepted by the tender as they also provide specifications on the alternative times of completion12. There are various reasons for passing over any tender and they have been documented on a file. They include: 12Newell, G., 2018. The strategic significance of environmental sustainability by Australian-listed property trusts.Journal of Property Investment & Finance,26(6), pp.522-540.
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Too low tender price Registration and licensing requirements not met management system requirements on the environment were not met; specified QA requirements not met; the tender was substantially not conforming; Management System requirements including Workplace Health and Safety (WHS) were not met; in the process of lodging alternative tenders, a compulsory conforming tender was not lodged; failure in attending mandatory site meeting The financial capacity of tenderer is insufficient; complexity and nature of work is seen to be beyond the experience of the tenderer; There is the insufficient technical capacity of the tenderer; or overcommitted tenderer in the current situation. In case the lowest conforming tender is made to be 1/10 of the total percentage or more above or below the tender estimate, the estimate must have been reconciled and checked with the price of the tender and with the price of other
tenderers. Lump sum prices and either low- or high-priced schedule, when compared with the offers of other tenders or just with the tender estimate, have been verified and considered to be acceptable alternatives13. The effect on the relativity of tenders if actual quantities of the high-priced schedule of rates items were to exceed the quantity indicated for tender purposes have been examined. There has been a conducted sensitivity analysis that checks on the effect on tender relativity on rate only items, most probably when the rate is too high compared with either the value offered by other tenderers or the pre-tender estimate. An inclusion of schedule or rates sums and/or provisional sums make up the tender sum. The specific tender requirements are met by tendered alternative completion times. There are also various reasons why alternative tenders can be rejected or accepted and these reasons are also documented on the file. Calculations on all the tenders based on their effect on weighted prices have been done as per the criteria recorded in the tender documents; this could have an 13Neilson, V., 2016. On the Positive Side: Using a Foreign National’s HIV-Positive Status in Support of an Application to Remain in the United States.AIDS and Public Policy Journal,19(1), p.45
effect on the relativity of the tender. 4.Project timeline The following timeline can be used as a typical office fit-out. It is important to note that there will always be an overlap between various phases including a number of processes that may be happening simultaneously.
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Assessment task 3 1.Any changes to make on the company logo must be communicated to the client as well as the local authorities. The client will consult with the designer to agree on the changes to be affected. The final result will then be communicated to the local authorities for approval. 2.Changes to be affected Redesign of the logo. This would mean rescheduling the work to ensure that all the changes are effected before the actual marketing day14. Changing of the rejected color to match the recommended standards. 3.Fit Out Checklist DescriptionDocument submitted (Yes/No)Observation and remarks. Submission by the office Owner ActionTime 1 Title deedYESNOSubmissio n Immediately before the completion 2Passport copy of the owner YESNOSubmissio n Immediately before completion 3Absence of outstanding charges by Master Community Service YESNOSubmissio n In the course of the work 4Request form for alteration and addition YESNOSubmissio n At the beginning 5Letter of AuthorizationYESNOAcquisitionBefore commencement 14Voelter, D. and Salzmann, V.S., 2018. A Tribute to the Honorable Henry A. Politz Cheif Judge, United States Courts of Appeals for the Fifth Circuit.Baylor L. Rev.,51, p.213
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6Appointment letter for consultants as well as a contractor YESNOAcquisitionBefore commencement 7Community rules non- compliance YESNOAcquisitionAt the beginning Submission by the Consultants 1Copy of trade licenseYE S NOAcquisitionAt the beginning 2Letter of Authorization from the owner YE S NOAcquisitionBefore commencement 3Contractor and consultant acceptance letter YE S NOAcquisitionBefore commencement 4Work Method StatementYE S NOSubmissio n At the start 5Assessment of risksYE S NOEvaluationBefore start 6Architectural LayoutYE S NOAcquisitionInitial stages 7Structural LayoutYE S NOIllustrationInitial stage 8Plan of layout showing partitions YE S NOAcquisitionInitial stages 9Reflected Ceiling Plans showing light fixtures, detectors of smoke and others. YE S NOAcquisitionBefore work 10Insurance coverYE S NOAcquisitionBefore commencement 11Proposed MEP layoutYE S NOAcquisitionBefore commencement Assessment Task 4 1.Final Inspection certificates and other relevant documents TickDocuments Occupancy permit application
Condition satisfaction permit by the building Connection of all utilities including water, electricity, and gas Completion of all wet areas Expansion joints as well as articulation joints installed to the brickwork Adherence to the requirements of the bushfire. Certificates: Plumbing Termites Permission to have a septic tank installed Compliance certificate of energy efficiency Electrical Connection to the stormwater or installation of the downpipes. Internal/external balustrades have been installed in accordance with BCA Vol2 pt 3.9 Installation of mechanical ventilation systems where applicable Overlooking the installation of screen Installation of the retaining walls Installation of removable hinges if any s per the WC doors. Installation of smoke detectors The height of the walls comply with the plans Doors and windows installation done as per the working drawings.
Storage of the Documents 2.How to store documents Storage of the paper documents may need simple practical activities of preparation. It is important to ensure that the container or the environment for document storage is acid-free. This implies that the section of the materials should avoid the use of the containers and plastic sleeves which have no polyvinylchloride. The documents that are to be stored should, therefore, be photocopied and printed on acid –free paper. The humidity of the storage space should be properly controlled ad the sources of heat as well as heat be minimized15. 3.Where to store These important documents should be stored in a proper file and kept in the lockable draws. The soft copies should be stored in safe computers with passwords. These copies should be stored in a systematic manner that can easily be accessed when needed. 4.How long does it take to store documents? 15Yachandra, V.K., DeRose, V.J., Latimer, M.J., Mukerji, I., Sauer, K. and Klein, M.P., 2016. Where plants make oxygen: a structural model for the photosynthetic oxygen-evolving manganese cluster.Science,260(5108), pp.675-679.
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The validity of the documents will vary depending on their usefulness. Some document like the title deeds will be stored forever. Others like for the case of the receipts used I the purchase of the construction materials can be disposed of as soon as the construction work is completed. Such documents though may be needed for reference but should never be stored for a period of more than 7 years as per the legislation. The certificate e of occupancy is one such document which should be store forever. 5.Report Introduction The improvement in coordination of the construction and fit-out project needs much more efforts as opposed to the design which usually meets the naked eye. It is a mixture of the quality, good design with proper and timely delivery for the individuals that contributes to the successful project fit out project16. Factors to be considered Teamwork: Successful fit-out work is realized by employing teamwork. This kind of team goes beyond the period of the occupancy. Finishes and materials: The incorporation of the serviceable, functional, as well as aesthetic finishes, are considered important in the coordination of the construction and fit-out project. Finishes ensure the quality appearance of the office work which set the mood as well as the tone of the space. 16Yachandra, V.K., DeRose, V.J., Latimer, M.J., Mukerji, I., Sauer, K. and Klein, M.P., 2016. Where plants make oxygen: a structural model for the photosynthetic oxygen-evolving manganese cluster.Science,260(5108), pp.675-679
Sustainable design: The design concept that factors in the issue of environmental conservation will definitely continue to be embraced with time. Culture-oriented design Improvement that is continuous: When it is possible for the staff to live as per the culture of the company and they are reminded of this culture on the daily basis, the vision of the company will definitely become a reality. Quality custom work which is furniture as well as joinery oriented. Conclusion All success lies in being ready to improve progress as well as change with times. Most of the offices that are used in the modern set up are the best examples which are based on reviewing feedback as well as collected data in the determination of whether working style besides changes in the behavior will correspond positively to the design of the workplace. Attempts to make changes as per these pieces of evidence will be considered key in the provision of longevity and continuity. Continuous improvement will, therefore, be very crucial in keeping top talents as well as the attraction of the individuals perceived to be progressive.
References De Geest, S., Marx, E.M.S., Rich, V., Spichiger, E., Schwendimann, R., Spirig, R. and Van Malderen, G., 2015. Developing a financial framework for academic service partnerships: Models of the United States and Europe.Journal of Nursing Scholarship,42(3), pp.295-304. Divino, V., DeKoven, M., Kleinrock, M., Wade, R.L. and Kaura, S., 2016. Orphan drug expenditures in the United States: A historical and prospective analysis, 2007–18.Health Affairs,35(9), pp.1588-1594. Handa, V.L., Jensen, J.K. and Ostergard, D.R., 2017. Federal guidelines for the management of urinary incontinence in the United States: which patients should undergo urodynamic testing?.International Urogynecology Journal,6(4), pp.198-203. Haskins, V. and Jacobs, M.D., 2015. Stolen Generations and Vanishing Indians: The Removal of Indigenous Children as a Weapon of War in the United States and Australia, 1870-1 940.Faculty Publications, Department of History, p.10. Hemphill, S.A., Herrenkohl, T.I., Plenty, S.M., Toumbourou, J.W., Catalano, R.F. and McMorris, B.J., 2014. Pathways from school suspension to adolescent nonviolent antisocial behavior in students in Victoria, Australia and Washington State, United States.Journal of community psychology,40(3), pp.301-318. Herscovitz, V.E., Jacob, G. and Maris, T.A., 2018. A remark on nuclear hole states in quasi-free scattering.Nuclear Physics A,109(2), pp.478-480.
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Jeffrey Hill, E., Grzywacz, J.G., Allen, S., Blanchard, V.L., Matz-Costa, C., Shulkin, S. and Pitt-Catsouphes, M., 2008. Defining and conceptualizing workplace flexibility.Community, Work, and Family,11(2), pp.149-163. LaPoe, V.L., Carter Olson, C. and Eckert, S., 2017. “Linkedin Is My Office; Facebook My Living Room, Twitter the Neighborhood Bar” Media Scholars’ Liminal Use of Social Media for Peer and Public Communication.Journal of Communication Inquiry,41(3), pp.185-206. Murphy, S.B., Banyard, V.L., Maynard, S.P. and Dufresne, R., 2016. Advocates speak out on adult sexual assault: A unique crime demands a unique response.Journal of Aggression, Maltreatment & Trauma,20(6), pp.690-710. Naeim, A., Henk, H.J., Becker, L., Chia, V., Badre, S., Li, X. and Deeter, R., 2013. Pegfilgrastim prophylaxis is associated with a lower risk of hospitalization of cancer patients than filgrastim prophylaxis: a retrospective United States claims analysis of granulocyte colony-stimulating factors (G-CSF).BMC cancer,13(1), p.11. Neilson, V., 2016. On the Positive Side: Using a Foreign National’s HIV-Positive Status in Support of an Application to Remain in the United States.AIDS and Public Policy Journal,19(1), p.45. Newell, G., 2018. The strategic significance of environmental sustainability by Australian-listed property trusts.Journal of Property Investment & Finance,26(6), pp.522-540. Richards, S.L., Pompei, V.C. and Anderson, A., 2014. BSL-3 laboratory practices in the United States: comparison of select agent and non–select agent facilities.Biosecurity and bioterrorism: biodefense strategy, practice, and science,12(1), pp.1-7.
Voelter, D. and Salzmann, V.S., 2018. A Tribute to the Honorable Henry A. Politz Cheif Judge, United States Courts of Appeals for the Fifth Circuit.Baylor L. Rev.,51, p.213. Yachandra, V.K., DeRose, V.J., Latimer, M.J., Mukerji, I., Sauer, K. and Klein, M.P., 2016. Where plants make oxygen: a structural model for the photosynthetic oxygen-evolving manganese cluster.Science,260(5108), pp.675-679.