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Project Development and Design
The Project Planning, Development and Design group provides Project Administration throughout the entire design/construction process, from initiation to delivery. Project Administration consists of the oversight mechanisms employed on every project to ensure that the project is successful and is the common element that ties all the phases of design and construction together. By providing oversight throughout the entire process, PP&D can ensure that projects are initiated, planned, developed, and built in the best interest of the Medical Center.
Who we are:
Claudia Gorun, AIA, Sr. Director
Drew Brennan, AIA, LEED AP, Program Director, Education & Administration
Fred Alvarez, AIA, Director of Design
David Benfield, AIA, NCARB, Senior Project Manager, Hospital Design
Kaushik Roy, AIA, NCARB, LEED AP, Project Manager
Jennifer Eno, Senior Interior Designer
We follow a project delivery process that falls into three major categories: formulation and planning, project development and project implementation.
Typically, projects are formulated for approval and are then are guided through Design and Construction by an assigned Project Manager. Project Managers formulate and implement construction projects based on time and budget to meet the goals and needs of all stakeholders. Project implementation follows a defined process that insures that projects are completed within the specified scope, schedule and budget.
Formulation & Planning
Formulation - To ensure that the Medical Center’s resources are utilized in the most effective manner, most projects are initiated through Senior Administration. Individual departments can also initiate small department-funded projects by contacting PP&D directly. These requests are then reviewed by Senior Administration and, if approved, authorized to proceed. Requests are evaluated based on their importance in supporting the Medical Center’s vision and strategic goals, space requirements, staffing requirements, potential impact on other programs, and funding sources. If the administration believes the project merits further investigation, PP&D will begin a planning study which will specifically identify the project objectives, scope, budget, and schedule requirements.
Planning - When Senior Administration determines that an individual project request merits further investigation, PP&D begins an iterative planning process, which attempts to balance the project requirements with the available resources. Throughout this process PP&D provides professional assistance to define the primary objective of the project, the specific needs of the client department, and the potential solutions. Working with Senior Administration, PP&D then analyzes the options in a campus-wide context and establishes target budgets. The best options are re-examined and re-analyzed until a viable solution can be found. By identifying key relationships, such as adjacencies to public spaces, utility connections, and potential future uses of the site, broad facility issues can be addressed one project at a time.
For major projects PP&D will often contract outside consulting firms to work with the client group through a process of defining the project goals, developing the space program, identifying and analyzing options, and budgeting. Throughout this process PP&D will review the progress with the Senior Administration. At the conclusion of the planning study, a formal report is prepared to document the project scope, budget, and schedule for approval by Senior Administration,
For mid-size and small projects, the planning process is similar to the major projects, except the process is not as complex and does not typically involve an outside consultant.
During the Formulation process, PP&D develops a clear statement of project objectives. This statement is incorporated into a final report along with the space program, schedule, and project budget for approval by Senior Administration and to serve as a guide throughout the design process.
Approvals - All projects move through an approval process to ensure that the Medical Center's resources are managed effectively. The parties involved in the approval process and the number of approvals required varies depending on the project category, the size of the budget, and other considerations.
As projects are being planned, they are incorporated into a comprehensive capital plan, either as a specific line item or as a broad allowance (pools). The capital plan is developed within the framework of a long-term financial plan. Both the capital plan and the financial plan are updated regularly to ensure that the future costs of any planned capital investments are accounted for in the long-term financial plan.
As projects become more defined, capital and operating budget implications are considered and the capital and financial plans are updated, reviewed and prioritized by the senior leadership and approved by the Finance Committee. The planning studies prepared in the previous phase not only identify each project's objective, scope, budget, and schedule, but they also include a Project Authorization Form with signature lines for each of the parties responsible for approval. When all signatures are received the project account is established and the design process begins.
Project Development and Design
A Project Manager (PM) is assigned to the project and a Project user group is established. The PM will coordinate a series of meetings with Users and the Design Team for information gathering. This group is responsible for guiding the project through the planning and design process and is comprised of representatives from the user group, Facilities Management, Senior Administration, the architect and engineering consultants, and the construction manager, if applicable. Facilities Management and other Medical Center departments are brought into the Planning and Design meetings as required for the specific project. These meetings provide a forum for coordination of the various aspects of the project during the design process.
Schematic Design - In this first phase of the design process the Design Team generates schemes based on information gathered from Users and their field investigation. Schemes will be reviewed by all stakeholders and refined accordingly. This phase of the project defines the design parameters and the overall layout.
- Scope, Schedule and Budget
- Equipment requirements
- IT and phone requirements
An estimate will be prepared at the end of the PD phase to verify that the project remains within budget. The budget must be reconciled with scope prior to proceeding with the next phase of design.
Design Development - In this phase the agreed upon layout in Preliminary Design is developed in greater detail with all major design components of the project defined and developed. There is often heavy User involvement to be sure that all needs are met by the design. The PM brings in other Medical Center departments (Facilities O&M, IT, Infectious Control, Safety, Security, etc.) that provide input to inform the design. All key design decisions are made and agreed upon by the end of this phase of work.
The Project Manager will work with the Design Team during the Design Development phase to keep scope in line with the initial approval with the addition any changes incorporated during Preliminary Design. Any changes to the agreed upon and authorized scope of the project must be approved by the Project Manager. As changes in the scope and schedule of a project will have an impact on the project budget, an estimate will be prepared at the end of the Design Development phase to verify that the project remains within budget. The budget must be reconciled with scope prior to proceeding with the next phase of design.
Construction documents - This phase takes the design as developed and finalized during Design Development and documents it for construction. Details are further refined as construction issues are addressed. The main emphasis of this phase of work is to verify that all the information is on the drawings and in the specifications so that the project can be bid for construction. Typically, there are fewer meetings in the Construction Document Phase that require the involvement of the users as the emphasis of the phase is documentation of the design decisions made in Design Development.
The agreed upon and authorized scope, schedule and budget during Construction Documents must be adhered to. The Project Manager will work with the Design Team during the Construction Documents phase to keep scope in line with the initial approval, with the addition of any changes incorporated during previous phases. At the end of this phase the Construction Project Manager will put the project out to bid.