OPAIC Building Conference Center Construction: Project Management

This document details a project management plan for constructing a conference center at the OPAIC building in Auckland. The project aims to repurpose the 8th-floor space into a functional facility with a boardroom, presentation area (including a kitchenette), and an all-weather balcony. The plan covers project scope, objectives, deliverables (both tangible and intangible), limitations, assumptions, risks, and the chosen Critical Path Method (CPM) for project management. It also includes a work breakdown structure, project milestones, resource management plan, stakeholder communication management plan, change management plan, risk management plan, and quality control measures. The project emphasizes sustainability through green building approaches and materials, with a total projected budget of NZ$439,000 and a schedule from May 6, 2019, to December 24, 2019.

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Construction of a Conference Center at OPAIC Building
Name
Date

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Table of Contents
Executive Summary..............................................................................................................................3
Background and Purpose......................................................................................................................4
Project Scope........................................................................................................................................4
Objectives........................................................................................................................................4
Limitations and Exclusions..................................................................................................................6
Project Assumptions and Risks............................................................................................................6
Assumptions.....................................................................................................................................6
Risks.................................................................................................................................................7
Project Management Methodology......................................................................................................7
Methodology Selection....................................................................................................................7
Justification......................................................................................................................................7
Working Package Duration and Project/Feeding Buffer Estimation...............................................8
Project Organization.............................................................................................................................8
Work Breakdown Structure..................................................................................................................9
Project Milestones..............................................................................................................................10
Resource Management Plan...............................................................................................................11
Human Resources..........................................................................................................................11
Equipment......................................................................................................................................12
Budget Details................................................................................................................................12
Stakeholder Communication Management Plan................................................................................13
Stakeholder Identification..............................................................................................................13
Communication Management Plan................................................................................................15
Change Management Plan..................................................................................................................15
Risk Management Plan.......................................................................................................................16
Quality Control and Audition.............................................................................................................17
Project Closure...................................................................................................................................17
References..........................................................................................................................................18

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Executive Summary
Name of Project OPAIC roof reconstruction build a conference center
Project manager A
Project type Construction and renovation
Goals Re purpose the OPAIC building roof to build a conference center with
a board room, an all weather balcony, and a presentation area with a
kitchen where light meals can be served
Deliverables A conference center with three facilities;
board room, an all weather balcony, and a presentation area with a
kitchen where light meals can be served and can host 100 people
have access facilities through decorated stairs
Set up audio visual facilities
Build suitable furniture
Install solar panels
Have clear materials to allow natural lighting
Obtain necessary approvals
Method of project
management
Critical Path Method
Budget Total projected is NZ$ 439,000
Schedule Commence on 06/05/2019
End 24/12/2019
Milestones Project Initiation
Project planning, including inspection of facility
Design and obtaining permits
Hiring necessary staff and procurement
Commencement of construction works
Inspections
Completion of construction
Final inspections

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Handover of project
Project acceptance and closure

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Background and Purpose
OPAIC (the Otago Polytechnic Auckland International Campus) is a centraly located campus
within the Auckland CBD on 350 Queen Street. The building is a landmark in the area with
stunning and clear views of the coastline and on the 8th floor is a space that can be developed for
other useful purposes. OPAIC regularly partners with prominent business from the Auckland region
and beyond and usually holds corporate functions as well as professional development days. As
such, there is a need to have a purpose built facility that can be used for hosting such events in the
future. This is a goal of the campus to expand this interaction between the corporate world and
students so that there is greater cooperation and interaction between the two. To make the
engagements and occasions more professional, there is a proposal to convert the 8th floor and fill the
space as a conference facility that will have three functional areas; a boardroom to be used for the
professional meetings, an outside balcony that can be used in any weather, and a traditional space
whee presentations can be made and light meals served; this means that this space must have an
additional area for preparation of light meals, drinks, and snacks. The guiding principle for this
project is to incorporate sustainability through the use of green building approaches and materials as
energy conservation is one of the corporate goals of OPAIC. The project is sponsored by the OPAIC
executive committee office and a proposal to build a conference and professional meeting center at
the 8th floor space has been approved by the local council. This paper outlines the project
management plan and methodologies for executing and completing the project successfully.
Project Scope
Objectives
Objectives define what is to be achieved in a project (Romano, 2015); the main objective is
to re-purpose the OPAIC building 8th floor space and convert it into a functional business// corporate
use facility for holding executive functions with various businesses within Auckland. The facility
will be able to host executive events with a boardroom, have a formal space for making
presentations and serving meals, as well as an outside balcony that can be used year round (all
weather conditions). The construction works will be done during study breaks and the goal is to
have a green facility constructed with green building technologies and managed efficiently (in terms
of resources) using project management methodologies to ensure the objectives are fully met
without resource overruns.
Deliverables

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There are two main class of deliverables; the intangibles and the tangibles which are
outlined in the table below;
Tangible deliverables Intangible deliverables
A modern and functional corporate center with
three main areas; a boardroom, a presentation
area where meals can be served; this will require
a kitchenette with storage area, and an outside
all weather balcony for social events.
Requisite approvals for the facility, including a
fire safety report for the light meals preparation
area
A waterproof roof top cover for the balcony Approvals for the facility plans
Glass/ clear balcony space to enable views in all
weather; the balcony can be opened in sunny
days
Approvals for installing a kitchen
A 80 square meter general presentation area and
place for serving light meals
Fire safety approvals
A 40 square meter boardroom Gas handling safety approvals
A small store and meal preparation area for
preparing light meals and drinks
Renovations for any existing furniture that can
be recycled
The presentation area must have adequate space
for presentation materials with a raised platform
for making the presentations
Safety equipment in light of the meal
preparation area
Electricity supply
Fixtures and furniture for the boardroom,
presentation screen, tables and chairs
A computer and projector for presentations,
audio equipment (speakers and microphone) and
a screen
Solar panel system with storage and controllers

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to provide lighting
Bulbs and fittings
Decorated staircase to the facility
Flooring material
Limitations
 The project is time bound and has limited resources; as such, the following will not be
covered in this project management plan
 The hiring of staff or persons to run the food preparation area next to the presentation area
 Utensils for the kitchen
 Kitchen facilities such as cookers, refrigerators, or microwaves
 Testing of the various materials to be used in the facility (Benz, 2019)
Exclusions
 This project does not entail getting businesses or students to attend conferences in the
facility
 The project does not also entail the business of selling light meals and drinks made from the
kitchen; it does not have a commercial objective
 It does not involve making any adjustments and alterations to the building during or after the
renovation of the eight floor roof top
Milestones
The following are the project milestones
Number Milestone
1 Creation of the project plan
2 Determining the project costs
3 Getting all the requisite approvals from the local council to make
alterations and commence renovations
4 Hiring/ outsourcing the right workers and contractors to undertake
the works

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5 Beginning actual construction
6 Inspection and evaluation
7 Project Completion
8 Project handover and closure
Technical Requirements
 A detailed user requirements and needs analysis document and its documentation policy
 The structure must be designed and drawn to the liking of the client while fulfilling the
requisite building and construction codes and standards applicable in Auckland.
 The project will need a detailed project management plan to control and monitor progress
 A risk management plan and its documentation policy
 A change management plan and its documentation policy
 Detailed communications and stakeholders management plan document
 Project monitoring and evaluation document
 Project management tool such as a software to manage the project (for instance Open
Project)
Reviews with Customers
The initial review will entail having a meeting with the client to elicit their needs which will
then be augmented by having a site visit and doing a technical evaluation.
Reviews will be done periodically after each milestone is achieved to ensure all requirements have
been captured.
A review will also be done during project inspections
A final review to be done in the finals inspection when the project is being handed over
Project Assumptions and Risks
Assumptions
All projects are done based on certain assumptions (Malik, 2019); the following assumptions
underlie this project ;
 The facility is to be constructed on the flat 8th floor roof of the building
 The floor of the roof is sufficiently strong to support the facility to be built without the need
for additional reinforcement or floor works

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 There is already sufficient ventilation o the roof top, as well as edge support around the roof
perimeter and these will not be re -worked
 There are facilities on the roof top, including a near centrally placed backup generator and
air conditioning equipment as well as antennae that will have to be relocated to the side
 The roof measures 150 square meters and this has the capacity to hold up to 100 people in
one seating, including support staff
 The project will use the most cost-effective approaches to meet the objectives as OPAIC is
by nature a not-for-profit setup.
 The construction will be done during study breaks so as not to interfere with normal learning
operations and activities at the campus.
 All materials must be carried to the roof using the stairs considering the weight of building
materials and so safety measures must be taken
Applications for various licenses as well as change of user and other safety approvals will be
done by professional contractors
 The contractor to carry out the works is licensed and well versed in the construction and will
follow all building codes and regulations set by the local council.
 The project will commence on 03/05/ 2019 and be completed by 24/12/2019 meaning the
maximum allocated time is 168 days
Risks
Risks are inherent to all projects; they are inevitabilities but which must be effectively
managed to ensure project success (Lavanya & Malarvizhi, 2009); for this project, these are the
identified risks;
Being able to get approvals and consent to carry out the construction works at the building
roof top by the local council; failure to get this clearance will effectively render the project cannot
be executed.
Interruptions in the availability of funds to be used in the project
Getting the right contractor with the right experience, certification, and local council
clearance who understands the concept of green building.
Safety concerns when handing building materials and working on the roof top (worker
safety and health concerns)
Changes in weather patterns that can adversely affect work progress at the building
The team will be able to fully understand the CPM method of project management and
leverage its benefits to ensure the objectives of the project are fully met

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Project Management Methodology
Methodology Selection
This project will be managed using the Critical Path Method (CPM) of project management
for project planning, execution, and control; this is a stepwise method for executing projects in
which critical tasks are clearly defined as well as the non-critical tasks with the aim of preventing
problems wit the time frame and eliminating process bottlenecks (The Constructor, 2019).
Justification
The project is time bound and the best method for controlling tie when undertaking projects
is the CPM method; it enables the project manager and project team to clearly visualize the duration
of the project and determine the path that ensures all objectives are met within the set time frame; it
enables, for instance, to know which tasks can be undertaken concurrently in order to save time and
resources (Kramer & Jenkins, 2016). The CPM will enable the project owners to create a baseline
for executing the project to ensure on-time project performance and avoid any delays. The CPM
will also enable the project managers accurately compute the resources and time required for the
project so it is completed on time. This method helps prevent problems with scheduling and enable
timely coordination of tasks, including optimal scheduling of procurement, use of equipment, and
avoiding construction site overcrowding that increases risks such as injuries from falls, tripping
(Usmani, 2019).
Working Package Duration and Project/Feeding Buffer Estimation
The CPM project management methodology utilizes the 50% of weighted average time to
finish as the estimated duration of every task (DelPico, 2013); this is achieved through the
application of the three points technique of estimation so that every work package gets a duration
known as the weighted average fincihs time (denoted as E) based on the equation
E = (a + 4m + b) / 6
Where a is optimistic time estimate
m is most likely time estimate
b is pessimistic time estimate
50% of E is then used as each tasks duration (Ahmed, 2018)
The estimation is only applicable to the tasks involved in construction and procurement
since obtaining licenses and approvals may depend on factors beyond the project managers’ control.

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Project Organization
The project is organized based on available and required resources as shown in the table
below;
Name Role Responsibilities Reports to
A Project manager Overall responsibility for the successful execution
and completion of the project (Project
Management People, 2017)
Day to day management of project
Developing of the project plan and schedule
Resource control and monitoring
Aiding with risk management
Initiating any project changes and ensuring their
timely approvals
Providing reports to the project sponsor
Managing stakeholder expectations, including
communication
Recruiting human resources
Responsible for ensuring all licenses and permits
are obtained and approved
Project Sponsor
B Construction
Manager
Securing services of professional building and
construction staff
Controlling quality of materials and equipment to
be used
Ensuring construction works meet set regulatory
standards
Project
Manager
C Project accountant Managing the finances for the project
Ensuring best value obtained for all purchased
equipment
Ensures all workers are paid when due
Project
manager
D Electrical Engineer Responsible for designing the solar power system
and its associated components
Installing and testing the solar power system and
Construction
manager/
project

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calibration manager
Work Breakdown Structure
The Work Breakdown Structure (WBS), is the breakdown of the project deliverables into
smaller components to provide visualization and show dependencies as well as define individual
work packages for the project (Norman, Brotherton & Fried, 2011). This was developed based on
the required tasks and is shown below
Schedule planning for
purpose built space filling
project (OPAIC)
Initiation phase
Developing project goal
Analyzing a purpose built
space filling OPAIC
Project objectives
development
Assuming project key
stages and deliverable
Requirements gathering,
specification and analysis
Identification of high level
functional an non
functional assumptions
Developing triple project
constraints
Summary milestone
identification
Project stakeholders and
resource management
details
High level functional and
non-functional project
requirements
Summary milestones
identification
Feasibility study
Sponsor request to Maori
organization/Iwi
Organization
Milestone 1: Submission of
initial constriction draft
Project planning
Planning interior design
Exterior design plan
Proposal for built space
filling level 8
Basic design planning
Procurement planning
Location acquisition in
OPAIC
Permit from the owner
Contingency planning
time and budget
management plan
Change management
request
Technical practice
identification
Considering green
building principles
Milestone 2: Completion of
project planning phase
Development phase
Implementing concept for
Green building
Technical simulation for
Green principle
Origination other
technical requirement
Identification of functional
requirements
Energy trends
implementation
Project trade off analysis
Flooring
painting
Interior design
completion
Exterior design
completion
Milestone 3: OPAIC design
phase completion
Project closure phase
Contractor signoff
Outside balcony area
exterior design
completion
Grand opening planning
for the business
Decorating light food and
drink serving area
Considering sustainable
building practices
Milestone 4: Project closure
phase completion