Diploma in Facilities Management Report: Project Analysis and Plans

This report provides a comprehensive overview of a facilities management project, encompassing project processes such as initiation, planning, execution, and closure. It delves into ethical considerations like workplace culture, conflicts of interest, and safety concerns. The report analyzes Victoria Legislative Functions and how the organization sources and allocates resources, including financial sources like government grants and commercial loans. Additionally, it includes project details such as the construction of a suburban branch office. The report further explores management plans, including resource, fit-out, environmental, and construction management plans. It also examines tender document scope and contents, providing a thorough analysis of various aspects of facilities management. The report uses Australian Property Management Company as a case study.

DIPLOMA IN FACILITIES MANAGEMENT
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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
1 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.

 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
2 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
3 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.

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
4 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.

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
30th 2018 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 supply which 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
5 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.

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.
6 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.

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
7 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.
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: the size 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.
9 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.

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.

 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
10 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.

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 Document Contents
For clarification Tenders purposes of tenders only the following will be
considered:
Attention:
Address:
Number of Floor-Room:
City:
Region:
Country:
Telephone:
Number of Facsimile:
E- mail address:
11 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