Christchurch Polytechnic Site Management Portfolio - DMMG600 & BMMG600

This project is a site management portfolio created by a student, focusing on key aspects of construction site operations. It includes a detailed organizational chart outlining roles and responsibilities within a construction company, emphasizing departments like finance, human resources, and project management. The portfolio also examines document control methods, highlighting the importance of communication processes like Building Information Modeling (BIM) in different project stages. Furthermore, it covers site logistics and setup, including efficient allocation of temporary works and site layout considerations. Finally, the project details a waste management plan based on the waste hierarchy, categorizing waste for reduction, reuse, and recycling, with an emphasis on hazardous waste management and environmental compliance. The project is based on a real construction project and includes a project schedule and cost analysis.

Name of student:
Institutional Affiliations:
Name of course:

Task 1
The organizational chart is an important tool for the operations of the construction company. It
provides a graphical representation of the interdependencies between the employees at the
construction site and the roles that they serve. As such, it is very important for each of the
stakeholder since it provides a blueprint of how the company works. In line with this and like
many construction firms, the organizational chart that will be used in the construction of the of
the new Ara, Whareora Building will entail various departments which include the human
resource department, the purchasing department, the project department, the engineering
department, the marketing and the financial departments.

As shown in the organizational chart above, there are various roles that are served under the
different categories. This, however, does not go outside the group role. Nevertheless, the first
department in this case is the financial department. Like many projects, there is a continuous
need to monitor the cash inflow as well as the outflow (Ngata, 2012). The major purpose is to
ensure that there are enough funds to ensure the continuity of the project. Budgetary allocations
are of the essence throughout the life of the project and through the financial department, the
company is able to manage how the monetary operations are controlled.
Under the human resource department, there is the personnel, insurance and office management
groups. As the name indicates, the human resource department is responsible for managing all
the human resource related issues. When it comes to shortage of personnel, the department is
responsible for recruiting proficient personnel and ensuring that they fit into the company
structure. All other factor that are related to the employee including compensation, employee
records and insurance, just to mention a few, are managed by the human resource department
(You-Jie & Fox, 2012). AS such, the department is responsible for ensuring that all workers
related issues are managed in the most efficient manner.
The project department, on the other hand, is responsible for managing the various projects under
the portfolio of the company. In essence, it is the responsibility of the program and portfolio
managers to ensure that all the required resources are allocated to the various projects (Maturana,
Alarcón, Gazmuri, & Vrsalovic, 2009). The project manager should ensure that all the necessary
project requirements are within reach and the allocation is correct. Human resources, machinery
and equipment, just to mention a few, should be well managed by the project manager.

Considering that the project is of engineering status, the engineering department is responsible
for most of the project outline and progress. The department is responsible for the planning and
control of all the project processes in terms of engineering (Dangerfield, Green, & Austin, 2010).
This includes surveying, analysis and construction. As such, the main aspect of the engineering
department is to ensure that the technicality of the project is handled in the most efficient
manner.
There is the purchasing department and marketing department. Although these departments are
separate, in other instances, they may be amalgamated into one major department. Regardless,
the main purpose of the marketing department is to ensure that the strategies using for public
relations, product development, pricing and promotion are up to date and in line with the
requirements of the organization. On the other hand, the purchasing department is responsible for
the purchase of materials that are used throughout the project lifecycle (Cheng & Kumar, 2012).
The main aim of the department, as such, is to ensure that there is sufficient comparative analysis
of all the suppliers and the prices in order to determine the supplier who meets all the company
requirements, including pricing.
Task 2: Document control

The communication process is of paramount importance when it comes to construction projects
since it forms the backbone of all deliverables. All the project activities are dependent on the
type of communication employed since the dissemination of information keeps everyone in line
with the goals and the vision of the company. However, the levels and types of communication
employed depend on the size of a company. Bigger companies and construction projects require
more complex systems of communications as compared to relatively smaller construction
projects.
In lie with the aforementioned, the communication methodologies employed may be divided into
various stages which include the (Beach, Rana, Rezgui, & Parashar, 2013) planning, the design ,
the construction and the close out stage. Each level of communication is dependent on the
inherent characteristic of the stage. Nevertheless, in the planning stage, the type of
communication used should ensure that there is proper delivery of information between the
construction team and the client. There is also the involvement of experts who help identify the
project requirements in detail. At the design stage, the methodology used should be in line with
the technical project requirements. Drawings classification and all the technical aspects of the
construction project should be addressed through the type of communication employed. At the
construction stage, the major purpose of the communication process employed is to ensure that
the contractors, sub contractors, and even the suppliers will be on the same level field when it
comes to dissemination and receipt of information. There is need to record the types of
communication used and to manage the documentation process in this stage since it forms the
backbone of the whole project.
Nevertheless, the communication process used is the Building Information Modeling (BIM). By
definition, this is a presentation of the project’s characteristics-both physical and functional.

Therefore, the purpose of the BIM is to surpass all of the flaws of the traditional communication
methods and to ensure that the decision making process is flawless. As a matter of fact, BIM
ensures that there is a uniform platform for communication throughout the different phases of the
project. As such, it ensures that all the stakeholders understand the deliverables and are well
aware of the project requirements.
In essence, BIM is vital in such a project since it ensures that there will be accuracy in the
information shared among the various stakeholders. Moreover, It ensures that the information
delivered among the different parties is consistent. This will, in essence, prevent bias among the
various stakeholders. As a matter of fact, it has been indicted that one of the major components
of the BIM system modeling is the visualization features (Alarcón, Diethelm, Rojo, & Calderón,
2010). These features have been identified to be very important since they can manage the
working methodologies that have been employed by the workers, ensuring efficiency in the
process. Regardless of all the aspects of the system, the major limitation is on the operability.
This, in essence, is on the aspects of the types of hardware requirements, the number of
participants, the interoperability, and the cost implications of the whole process, just to mention a
few.
Task 3: Logistics and set ups

In order to ensure that the temporary works are allocated in the efficient manner, the construction
and planning teams have to work from the original site plans. By identifying the orientation of
the land surface and features, it is easy to allocate the various site requirements in an efficient
manner. The access roads, the temporary works and the warehouses and storage facilities may be
located in the most appropriate manner. Therefore, the surveyor and the planners are of vital
importance when it comes to the process.
As it has been indicated in the diagram, the site layout has been simplified for ease of
understanding among the workers. The simple layout enables all the various site personnel to
fully understand and easily grasp the movement around the site. The security check location is
for the purposes of identifying the allowed personnel and the restricted personnel. On the other
hand, the storage facility has been located just opposite the security check for security purposes.
This is to ensure that ample security has been provided to the instruments and the machinery that
should be used at the site. As a matter of fact, the storage facility has been directly linked to the
logistics and supply channel through the access roads. By ensuring that the storage facility is
located near the entrance to the site, there is an assurance that only the required equipments will
be delivered on site. Moreover, it ensures that there is ease of delivery of the requested items. It
also prevents interference with the work in progress, ensuring that there is efficient project
progress.
All these factors are of the essence when it comes to the process of project progress. Site
preparation ensures that each of the elements required throughout the project can be obtained and
sourced easily. Nevertheless, it is important to ensure that the access road has been graded
adequately to ensure that precipitation and other site conditions do not affect the movement of
vehicles and machinery to and from the site. However, for security purpose, there is need to

ensure that there are sidewalks for the on-site workers. This is an aspect of health and safety that
should be properly adhered to. When it comes to the areas surrounding the building, there is need
for fine grading in order to prepare the land for aspects such as landscaping.
Site logistics
Task 4: Waste management Plan
The waste hierarchy outlines the methodology that can be used to ensure that the process of
managing waste from the construction site is impeccable and efficient. Nevertheless, the process
is divided into various stages with each preceding stage having a reduced amount of waste.
Wastes available at the construction site include rubber tires, debris, rock fill, and paint, just to

mention a few. Therefore, the first step in managing the waste is minimizing the amounts
produced. This may be in terms of the debris produced, the waste tires disposed at the site among
others (CIPS, 2009). This stage has the effect of ensuring that only the unwanted material is
disposed.
After only the non-required material is disposed, the second stage is the reuse (Konkolewsky,
2010). This refers to the use of the disposable material in a way that is beneficial for the
construction team. This may refer to the use of rubber tires for the design of seats, or the use of
concrete blocks in the design of curbs which may be used to demarcate the road boundary. All in
all, this stage ensures that materials that can be used are put to proper use. The recovery of waste
is the third waste management plan in this hierarchical structure (CIPS, 2009). Nevertheless, this
refers to the process of recycling the waste materials, incineration in order to ensure heat
production or even composition. The process is important since it ensures that the waste material
can be put to an alternative use. However, the major purpose in this is to reduce the amount of
waste that is associated with the construction site. Finally, there is the use of landfills. Landfills
in this case may only be used to protect the environment from the hazardous waste (CIPS, 2009)
that may be associated with the site.

Waste categorization for reduction purposes
Waste management strategy at the site
In managing the hazardous waste, it is important to comply with the municipal as well as country
regulations determining how the waste is to be deposited. It may be necessary to consider pre-
treatment techniques prior to the actual disposal of the waste and this may be within the

municipal regulations. Nevertheless, there are other instances where the hazardous waste may be
stored in bunds for storage purposes. Bunds may be able to store the hazardous waste for periods
that are dependent on the design life, preventing environmental destruction. However, the waste
management plan for the waste should be aimed at minimization in the amounts produced (CIPS,
2009).
When it comes to grey water and waste water that is produced at the site, the design of an
environmental friendly waste treatment methodology may be of vital importance. Waste water
may come from the lavatories and washrooms around the construction site and as such, their
management is very important. In line with this, the use of wetland treatment systems for the
treatment of the wastewater may be the best alternative. Wetlands are naturally occurring
systems that can be able to remove impurities from the wastewater in a biological and chemical
manner. Therefore, the use of a wetland system for the treatment of the waste water may be of
the essence.

Task 5: On site communication meetings
Meetings are an invaluable source of reference when it comes to steering the project forward
(Maturana, Alarcón, Gazmuri, & Vrsalovic, 2009). The type of information that is input in the
meeting schedule is usually required for reference purpose in the future and is used to steer the
project when faced with various challenges. As such, considering that the start date commences
after the ground improvements, it is of importance to first establish the reconnaissance and
planning meeting.
Meeting
Number
Purpose of the
meeting
Attendees Next meeting Location
Meeting number
1
Planning stage
meeting
Main contractors
Subcontractors
The client
The project
manager
All the other
stakeholders
After 3 months Site
boardrooms
Meeting Number
2
Milestone 1
progress
Main contractors
Project manager
Subcontractors
The site surveyor
The planners
After 2 months Site
boardrooms
Meeting Number
3
Milestone 2
progress
The project After 3 months Site

manager
The main
contractors
The subcontractors
boardrooms
Meeting number
4
Milestone 3
progress
The project
manager
The main
contractors
The sub contractors
After 2 months Site
boardrooms
Meeting Number
5
Milestone 5 The project
manager
The main
contractors
The subcontractors
After 3
months
Site
boardrooms
Meeting number
6
Closing meeting All the
stakeholders
Completion of all
the minor and
major works that
are involved
Site
boardrooms
Industry blank meeting template

Meeting/Project
Name:
Date of Meeting:
(MM/DD/YYYY)
Time:
Meeting Facilitator: Location:
1. Meeting Objective
2. Attendees
Name Department/Division E-mail Phone
3. Meeting Agenda
Topic Owner Time

4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)
Description Prepared by
The above is an industry standard template that may be used throughout the meetings. It ensures
that all the factors that are of importance when it comes to the meetings are covered.
Task 6: Monitoring Progress
Executive summary
The project involves the construction of the new Ara, Whareora Building, located in Barbadoes
St. As has been indicated, prior to the actual commence of the work, it is important to consider
that the ground works will have been completed by another contractor. In essence, the ground
works are separate works from the actual work being undertaken by NZ Construction Company.
That is to mean that under contractual agreement, any liability associated with the ground works
is not covered by NZ construction. All other aspects of construction from the ground upwards are
the responsibility of NZ construction.
Nevertheless, in line with the progress of the construction work, the first aspect in the design was
the construction of the graded access roads. This was done in order to ease the movement of
traffic into and out of the site. This also involved the design of sidewalks which were a health
and safety requirement. Taking care of the worker safety is something that is of paramount

importance, especially in a building construction site. This also involved the purchase of
personal protective equipment.
Nevertheless, according to the building plans, the construction site is of rectangular shape with
the Northern and western boundaries adjacent to constructed buildings while the eastern and
southern boundaries adjacent to roads. Within the construction site, there is space for the
contractor. This provides sufficient room for the use of equipment and machinery.
The site works that have been involved include earthworks and the installation of facilities and
utilities. Excavation works, landscaping and paving, just to mention a few. These are just the
preliminary works and form the foundation for the other works involved at the site. These are
majorly the onsite works but it is also important to understand that there are a number of offsite
works that have been implemented so far. Nevertheless, the process of landscaping has been of
minimal quantities, with most of the areas that have been landscaped designated as lawns.
Therefore, there is still the need to properly landscape the remaining area in order to ensure that
the land is relatively flat as per the geotechnical requirements in various parts of the construction
site. As with the offsite work, the most notable work is the design of an asphalt access pavement
that conjoins the site access road to the southern road.
The conditions on the site
One of the factors that is of the essence when it comes to the progress of activities at the site is
the climate around the region. Over the course of the construction period, there has been periodic
precipitation which tends to make the conditions at the site moist. This periodically affects the
progress of the job as precipitation tends to affect the process of concrete pouring, and also the
laying of the formwork. When there is an increase in the rates of precipitation, the works are

temporarily closed because of the increased in ponding rates around the site. However, other
factors such as site access are not affected because the access road has been adequately graded to
accommodate both the heavy vehicles and the light vehicles.
During the preliminary investigation, it was understood that the rates of ponding may affect
various construction factors and as such, there was the design of storm drain systems. The
systems have been designed to accommodate the extra precipitation, improving the site
conditions. The discharge point is around the wetland but in extreme cases, the municipal drain
system has been used in the discharge of the excess water.
Regardless of all the aforementioned, the first important factor in the overall progress of the
project is the concrete. In line with this, the building concrete has already been poured. This is to
improve the bond between the concrete that has already been poured for the ground works and
the concrete required for the superstructure. The other aspect pertain the carpentry associated
with the construction site. Regardless of the fact that all carpentry materials have been sources, it
is still unclear if the measurements fir into the building. As such, the carpentry works are still in
progress and there is still no clear date on when they are likely to be completed.
Activity Type of activity Schedule
Formwork reinforcement foundation Behind
Install precast panels off ground
beams
Floor slab 1 behind
Install precast above the
foundation level
Floor slab 1 Ahead
Roofing Level 2 roof behind

Installation of curtain wall
systems
Envelope Ahead
Installation of the ceiling grid Fitout behind
The passive fire works Fitout behind
Task 7: Monitoring cash flows and Resources
In identifying the proper allocation of funds, a bar graph that indicates each of the expenditure
has to be developed. This means that various aspects of expenditure from the inception of the
project to the completion have to be fully identified. This is an important aspect of project
management since it provides a platform for the project manager to keep everything in check.
The budgetary allocation is important for the successful completion of a project, ensuring that all
the overheads can be maintained (Loosemore, Danity, & Lingard, 2011). However, projects may
be faced to over budget their expenditure because of various issues that are associated with the
dynamic nature of the construction industry.

Preliminaries
Pour 2: Concrete Foundation Beams
Pour 3
Pour 1 Concrete Floor Slab
Install Curtain Wall System
Wall Framing / Battens / Fixings
Passive Fire Works
2nd Fix Plumbing
Practical completion. CCC Inspection
$0.00
$400,000.00
$800,000.00
$1,200,000.00
$1,600,000.00
Series1
As it can be seen from the graph above, it is clear that some activities tend to need more
resources while other may require lesser resources. All in all, the appropriate allocation of
resources is important for the successful completion of a project. In this case, if there was an
overspending on one activity, there would be an increase in the lead times of the preceding
activities mainly due to shortage of resources. On the other hand, an under spending of the
resources would mean that the quality of the final product would be questionable. This is because
the quality of product is usually determined by the type of materials used. When substandard
materials are used, poor quality products are obtained and vice versa.
Task 8: managing sub contractors and suppliers
These two groups should be evaluated based on the principles of engineering and construction.
Nevertheless, the main aim of the subcontractor evaluation is to assess their progress and
understand any problems that they may have encountered throughout the construction process.
As such, it can be used as a methodology through which the company can source for better
subcontractors or even for the subcontractors present to reevaluate their approaches to

construction. In general, the methodology may be used to improve the general atmosphere at the
construction site.
In line with this, the evaluation criteria that may be used in this case should be founded on all the
dimensions of the construction site (Maturana, Alarcón, Gazmuri, & Vrsalovic, 2009). This
means that all the aspects of construction managed by the subcontractors have to be assessed.
This may be from pouting concrete, testing, mixing and setting up the framework, just to
mention a few. This ensures that the analysis is not lenient on certain aspects of construction that
are managed by the subcontractors. Nevertheless, it has been indicted that the framework that
should be used should be based on the evaluation of performance (Maturana, Alarcón, Gazmuri,
& Vrsalovic, 2009)e.
The contractor is the person who should be involved in the evaluation of all the subcontractors
under his/her belt. This means that the measurement has to be done on areas that are inherently
related to the general performance of the subcontractor. This may be in terms of the tests
conducted on concrete and the failure rate, the delay times and the milestone completion, just to
mention a few. However, it is the mandate of the contractor to select areas that he/she may view
as a proper analysis framework of the performance. This means that it has to be on the culture of
the company, with culture specific evaluation methodologies most appropriate.
One of the factors to be taken into consideration is the aspect of periodic evaluation (Maturana,
Alarcón, Gazmuri, & Vrsalovic, 2009). This means that the sub contractors may need to be
assessed after some pre-determined period of time. However, this should be in line with the
milestones and deliverables of the project. When the evaluation method takes too long, specific
elements of construction may not be adequately covered by the sub contractors and as such, an

increase in the rate of evaluation simply means an improvement of the performance of the
subcontractor. In other instances, the evaluation methodology should be simultaneous to the
production planning timeframe (Maturana, Alarcón, Gazmuri, & Vrsalovic, 2009). This means
that meetings will correspond to the evaluation times. As such, the subcontractors may be
evaluated on a weekly or monthly basis, depending on the main contractors.
The use of dialogue is also important when it comes to assessing the performance of the
subcontractors. This means that the contractors and the subcontractors need to engage openly in
discussions that have a baseline on the type of performance expected and the actual performance
(Maturana, Alarcón, Gazmuri, & Vrsalovic, 2009). This may involve the discussion of critical
factors in the whole construction process, enabling the subcontractors to understand which
factors are of the essence when it comes to the actual construction methodology. Improving vital
aspects of the construction methodology is important in improving the overall performance of
the sub contractors.
When it comes to ensuring that the works are undertaken properly, mainly because of
underperforming subcontractors, it is important to understand the factors that may be the main
cause of the underperformance. This means that the main subcontractor has to issue the
contractor with documents that may include notice of delay, notice of changes in the conditions
at the site and notice of change in project requirements, just to mention a few. This is usually
dependent on the frequency of communication between the subcontractor and the main
contractor. Identifying the main causes of delay within the project means that the main contractor
can identify ways through which the project can be put back on track. However, it is important to
understand that other factors that may be caused by the subcontractor are likely to have
additional costs. This means that there has to be a consensus on the amounts to be paid in order

to cover these additional costs. In most instances, it is the purpose of the subcontractor to pay for
damages that may be costly. This may be stipulated under the contractual agreement but
nevertheless, the major aim of the letter of correspondence issued by the subcontractor to the
contractor is to notify him/her of the changes that have occurred during the project lifecycle.
When the contractor receives the notifications from the subcontractors, he/she should abide to
the contractual terms in order to rectify the problem. Contractors and subcontractors usually
come to an agreement when it comes to the project works. Therefore, the letter of
correspondence received from the contractor usually specifies the terms of job resumption and
any other implications that the delay or underperformance may have on the contract. It may
entail the use of a letter of constructive change when it comes to the additional work or any other
agreed terms.
Termination of contract is the most extreme case when it comes to any construction project.
However, in some instances, it is necessary to terminate the contract of one of the subcontractors
mainly because he/she has been issued with several warnings without much change. This means
that there is violation of the contractual terms on the side of the subcontractor which necessitates
the need to end terminate the terms of employment. Considering that the there is a legal and due
process that needs to be followed when it comes to the contract termination, the contractor and
subcontractor may go to the court to resolve the dispute
It has been established that the procedure of terminating the contract is dependent on the
contractual and legal terms involved. Nevertheless, the document should specify the reasons for
firing the subcontractor. It is a weighing point from where there needs to be justification. The
justification of termination of contract should be on the basis of contractual agreement between

the contractor and subcontractor. As such, issues that should be presented by the contractor may
pertain quality and quantity. This should be specific to a specific contractor and as such, should
not be refutable.
In the termination correspondence letter, the contractor should notify the subcontractor of when
the termination will take effect. This should be underlined by the details of the reasons behind
the termination. As it was stated that periodic inspection is vital when maintaining quality
assurance, the termination letter may indicate instances when the subcontractor violated and
breached the terms of agreement. This may mean that the required materials were not used but
instead, other unwanted materials or there was a misunderstanding in the budgetary
requirements. Underlying all the factors that have actually led to the termination of the contract
is important if the contractor is to avoid legal issued. As a matter of fact, the violation should be
referenced in the contractual terms and should be subjective of the situation under which the
contractor may have found him/herself in. However, there should be an underpin of whether the
termination letter may be negotiated. In many instances, these correspondence letters are usually
non negotiable and require the immediate termination of an employee. Regardless of the turmoil
that may surround the termination, it is imperative for the main contractor to ensure that there is
the aspect of payment.
Activity Lead time The personnel involved in
the lead time
Formwork reinforcement 2 weeks Contractor
Install precast panels off ground
beams
1 week subcontractor
Install precast above the 4 weeks contractor

foundation level
Roofing 3 weeks Contractor
Installation of curtain wall
systems
2 weeks contractor
Installation of the ceiling grid 2 weeks Subcontractor
The passive fire works 1 week Contractor
In the analysis, it is important to note that the overall completion time is 14 months. This
completion date is determined by the allocation of resources and the cash input. In line with this,
the adequate allocation of funds is imperative if the 14 month deadline is to be achieved.
Improper allocation of funds tends to affect the overall completion date, meaning that there is
variance in the lead times. Nevertheless, the monthly completion rate is also dependent on the
types of workers and their skills. Ease of working usually determines the overall rate of
completion and this is determined by the skill factor. Therefore, the lead times tend to be affected
by the management of skills and the allocation of money to the site. This is a detailed procedure
that may mean that in allocating the resources, all the activities that may fall within the critical
path may need to be adequately addressed.

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