CASE 263 CASE Friendly Assisted Living Facility Case-7 It is now just 4 months until the Assisted Living Facility program is scheduled to be completed. The team is excited because they can watch the construction of the facility and feel they are moving toward the end of this program Every week since construction began, the construction project manager, Kyle Nanno, has been holding a meeting of his project team. At the meetings he invites representa tives of the construction company, the facilities manager from Friendly Medical Center, the Director of Security, and other key people as he deems necessary. The meetings are scheduled every Friday at 1:00 PM and last not more than 1 hour. No matter who is or is not there, Kyle starts the meetings exactly at 1:00 pm. Kyle developed the fol lowing standing agenda: 1. Review schedule and budget as of today's date 2. Review schedule and budget for next 2 weeks 3. Issues impacting schedule or budget 4. Next steps and action items to be completed The construction project update presented at the April 11, 20XI meeting is shown on the next page After each meeting the construction project manager emails the minutes of the meeting and the action item list penerated to each member of the Construction Project team. He also sends the information to Fred Splient, the president of Friendly Medical Center, as well as to each member of the ALF Project Steering Team Following the update is the most recent copy of the action items generated at the 4/1 1/X8 construction pro ject meeting Upon reading the minutes and action items from the week's meeting. Fred got quite angry. Fred read the min utes every week and would immediately phone Kyle to ask why certain decisions still had not been made. This week he wanted to know why the location of the security panel had not been picked out yet, and what the hair salon issue was about Kyle decided that these matters would be better discussed face to face. He went to Fred's office. Kyle proceeded to explain to Fred that the Director of Security, Frank Geagy, had not attended the construction project update meeting in weeks. Kyle said that Frank informed him that in light of the cost cutting going on in the hospital, he is short staffed and cannot hire a new security guard. Frank states that he personally has to cover shifts during the time when the update meetings take place. Kyle told Fred that he was not comfortable making the security panel decision without the head of security's input, and that Frank has not returned his phone calls or answered his emails. Fred Splient proceeded to tell Kyle in a very loud and angry voice. "That guy is not short staffed and is not busy covering anyone's shift. Who does he think he is?" Fred instructed Kyle to tell Frank to answer the contractor's questions immediately or the decisions would be made for him. Kyle said he would do so and then changed the subject. He told Fred that they were still waiting for the city offi- cials to approve the parking lot construction permit. Friendly Medical Center's legal officer estimated that it would take 8-10 weeks to hear back on approval. Kyle allocated that amount of time in the schedule. Kyle received notice from Fred to proceed with the parking lot construction on January 11, 20X8. On February 9, he submitted the application for a permit.com- plete with appropriate plans and descriptions of the pro- posed lot, and allocated 10 weeks to wait for the county to notify him. He expected approval on or before April 19 and scheduled construction to begin April 20. Privately, he doubted he would hear from the county by his target date. The lot would take 3 weeks to build, 2 weeks to install the lighting and add landscaping, and 1 week to pave and stripe. The plot had to be completed by the end of June so that parking spaces would be available when Marketing wanted to begin showing the facility to potential residents This was a tight schedule, but the marketing people insisted that residents had to begin preparing for this kind of move at least a month before they took residence. Potential residents needed to see the facility, get familiar with apartment layouts, and they needed a place to park. Also, Marketing insisted on having some occupancy by the opening date. Kyle told Fred that Legal was calling the county weekly to follow up. Fred wanted to know why the parking lot construction was not outlined on the project plan for facil ity construction. Fred asked Kyle to add it to the Gantt chart and to do a what if analysis on the assumption that the county did not respond until May I. Fred also wanted to know the latest date that they could be notified and still meet a June 15 deadline for completion of the lot. As Kyle was leaving Fred's office, Fred asked him about the hair salon. Kyle explained that the COO and VP of Marketing had come up with an idea to build and operate a hair salon in the facility for the residents. They thought this might be a great selling point that could generate rev enue. They came to Kyle just 2 months ago and asked him to include a hair salon on the first floor of the facility. Kyle explained that he did not have enough information to be able to determine the impact this would have on the con- struction schedule or the cost of this addition. Fred lis. tened and then wondered if the members of his team had done any analysis to determine if this was a good idea or not. Fred told Kyle he would get back to him on that one. He then made a phone call to the COO and VP of Marketine Actual Finish ID Actual Baseline Start Finish 03/01/X7 07/30/X8 03/01/X7 06/04/X8 03/01/X7 07/11/X7 NA NA 08/01/X7 Baseline Duration 369 days 329 days 95 days Actual Duration 278.76 days 285.12 days 110 days Remaining Variance 104.24 days 57.88 days O days Dur. Variance 14 days 14 days 15 days Finish Variance 14 days 14 days 15 days Assisted Living Facility Construction Project Update as of 4/11/X8 Baseline Task Name Start 1 Construction & furnishings 03/01/X7 2 Facility construction 03/01/X7 Phase 1 - Foundation & 03/01/X7 Excavation Phase 2 - Structure 04/19/X7 Phase 3 - Enclosure 07/12/X7 Phase 4. Interiors 07/12/X7 First 45 (light-assisted) units 05/01/X8 ready to prepare for occupancy First 45 units ready for residents 05/01/X8 Remaining 57 units (light & 06/04/X8 heavy) ready to prepare for occupancy 10 Construction complete 06/04/X8 11 Building ready for residents 06/05/X8 - 14 days 05/24/X7 09/22/X7 08/01/X7 01/15/X8 08/01/X7 06/04/X8 NA 05/01/X8 10/09/X7 01/15/X8 NA NA 113 days 134 days 234 days Odays 99 days 120 days 139 days Odys O days 0 days 95 days 0 days 0 days 14 days 14 days days NA 8 wks 8 wks NA 06/25/X8 NA 06/04/X8 NA O wks Odays 14 days 14 days Odays darys NA I 14 days NA 06/04/X8 NA 07/30/X8 Odays 8 wks Odays Owks 0 days | B wks O days w ks NA 14 days Project Manager: K. Nanno 4. Develop a plan and draw a Gantt chart for the Parking Lot phase of the project as originally planned by Kyle. Answer Fred's questions. QUESTIONS Friendly Assisted Living Facility Construction coordination meeting 4/11/X8 ACTION ITEM LIST Item Provide notice to proceed on parking lots Date Initiated 01/10/20X8 Date Required ASAP Date Resolved 02/11/20X8 Required From St. Dismas Comments Proposal to St. Dismas 1/18/X7 11/9/20x7 12/1/20X7 02/8/20x8 St. Dismas 11/9/20X7 12/1/20X7 St. Dismas Security Cost proposal to St. Dismas 1/13/X7 Provide PS. - for designer to purchase accessories What are the security requirements! There are fire doors, and they do not have locks. We have rough-in for card readers, but no electric hardware. Lighting review-will exterior lighting in addition to the building mounted lights be required? Location of security panel 12/14/20X703/15/20X8 03/15/20X8 St. Dismas lighting consultant & electrician St. Dismas security St. Dismas designer Contractor 09/28/2007 ASAP 01/18/20X7 01/27/20X8 02/9/2008 ASAP 02/11/20X8 Room number style and placement Parking lot permit Part of signage discussion Permit application 2/9/20XB, waiting for City to approve Conduit required 02/11/20X8 ASAP St. Dismas electrician Fire alarm connection to hospital panel Hair salon decision Updated fire alarm drawings 02/11/2008 02/7/20X8 ASAP 07/1/X8 St. Dismas Contractor & electrician QUESTIONS 1. What do you think the construction project manager should have done when the Director of Security stopped attending the project meetings? 2. Do you think it is an effective communications tool to send the construction project meeting minutes to the ALF steering team and the President! Support your answer 3. How much time has to be made up for the origin baseline schedule to be met? 4. Develop a plan and draw a Gantt chart for Parking Lot phase of the project as originally plann by Kyle. Answer Fred's questions. 5. What information des Fred need to make a decisi about building a hair salon! CASE 263 CASE Friendly Assisted Living Facility Case-7 It is now just 4 months until the Assisted Living Facility program is scheduled to be completed. The team is excited because they can watch the construction of the facility and feel they are moving toward the end of this program Every week since construction began, the construction project manager, Kyle Nanno, has been holding a meeting of his project team. At the meetings he invites representa tives of the construction company, the facilities manager from Friendly Medical Center, the Director of Security, and other key people as he deems necessary. The meetings are scheduled every Friday at 1:00 PM and last not more than 1 hour. No matter who is or is not there, Kyle starts the meetings exactly at 1:00 pm. Kyle developed the fol lowing standing agenda: 1. Review schedule and budget as of today's date 2. Review schedule and budget for next 2 weeks 3. Issues impacting schedule or budget 4. Next steps and action items to be completed The construction project update presented at the April 11, 20XI meeting is shown on the next page After each meeting the construction project manager emails the minutes of the meeting and the action item list penerated to each member of the Construction Project team. He also sends the information to Fred Splient, the president of Friendly Medical Center, as well as to each member of the ALF Project Steering Team Following the update is the most recent copy of the action items generated at the 4/1 1/X8 construction pro ject meeting Upon reading the minutes and action items from the week's meeting. Fred got quite angry. Fred read the min utes every week and would immediately phone Kyle to ask why certain decisions still had not been made. This week he wanted to know why the location of the security panel had not been picked out yet, and what the hair salon issue was about Kyle decided that these matters would be better discussed face to face. He went to Fred's office. Kyle proceeded to explain to Fred that the Director of Security, Frank Geagy, had not attended the construction project update meeting in weeks. Kyle said that Frank informed him that in light of the cost cutting going on in the hospital, he is short staffed and cannot hire a new security guard. Frank states that he personally has to cover shifts during the time when the update meetings take place. Kyle told Fred that he was not comfortable making the security panel decision without the head of security's input, and that Frank has not returned his phone calls or answered his emails. Fred Splient proceeded to tell Kyle in a very loud and angry voice. "That guy is not short staffed and is not busy covering anyone's shift. Who does he think he is?" Fred instructed Kyle to tell Frank to answer the contractor's questions immediately or the decisions would be made for him. Kyle said he would do so and then changed the subject. He told Fred that they were still waiting for the city offi- cials to approve the parking lot construction permit. Friendly Medical Center's legal officer estimated that it would take 8-10 weeks to hear back on approval. Kyle allocated that amount of time in the schedule. Kyle received notice from Fred to proceed with the parking lot construction on January 11, 20X8. On February 9, he submitted the application for a permit.com- plete with appropriate plans and descriptions of the pro- posed lot, and allocated 10 weeks to wait for the county to notify him. He expected approval on or before April 19 and scheduled construction to begin April 20. Privately, he doubted he would hear from the county by his target date. The lot would take 3 weeks to build, 2 weeks to install the lighting and add landscaping, and 1 week to pave and stripe. The plot had to be completed by the end of June so that parking spaces would be available when Marketing wanted to begin showing the facility to potential residents This was a tight schedule, but the marketing people insisted that residents had to begin preparing for this kind of move at least a month before they took residence. Potential residents needed to see the facility, get familiar with apartment layouts, and they needed a place to park. Also, Marketing insisted on having some occupancy by the opening date. Kyle told Fred that Legal was calling the county weekly to follow up. Fred wanted to know why the parking lot construction was not outlined on the project plan for facil ity construction. Fred asked Kyle to add it to the Gantt chart and to do a what if analysis on the assumption that the county did not respond until May I. Fred also wanted to know the latest date that they could be notified and still meet a June 15 deadline for completion of the lot. As Kyle was leaving Fred's office, Fred asked him about the hair salon. Kyle explained that the COO and VP of Marketing had come up with an idea to build and operate a hair salon in the facility for the residents. They thought this might be a great selling point that could generate rev enue. They came to Kyle just 2 months ago and asked him to include a hair salon on the first floor of the facility. Kyle explained that he did not have enough information to be able to determine the impact this would have on the con- struction schedule or the cost of this addition. Fred lis. tened and then wondered if the members of his team had done any analysis to determine if this was a good idea or not. Fred told Kyle he would get back to him on that one. He then made a phone call to the COO and VP of Marketine Actual Finish ID Actual Baseline Start Finish 03/01/X7 07/30/X8 03/01/X7 06/04/X8 03/01/X7 07/11/X7 NA NA 08/01/X7 Baseline Duration 369 days 329 days 95 days Actual Duration 278.76 days 285.12 days 110 days Remaining Variance 104.24 days 57.88 days O days Dur. Variance 14 days 14 days 15 days Finish Variance 14 days 14 days 15 days Assisted Living Facility Construction Project Update as of 4/11/X8 Baseline Task Name Start 1 Construction & furnishings 03/01/X7 2 Facility construction 03/01/X7 Phase 1 - Foundation & 03/01/X7 Excavation Phase 2 - Structure 04/19/X7 Phase 3 - Enclosure 07/12/X7 Phase 4. Interiors 07/12/X7 First 45 (light-assisted) units 05/01/X8 ready to prepare for occupancy First 45 units ready for residents 05/01/X8 Remaining 57 units (light & 06/04/X8 heavy) ready to prepare for occupancy 10 Construction complete 06/04/X8 11 Building ready for residents 06/05/X8 - 14 days 05/24/X7 09/22/X7 08/01/X7 01/15/X8 08/01/X7 06/04/X8 NA 05/01/X8 10/09/X7 01/15/X8 NA NA 113 days 134 days 234 days Odays 99 days 120 days 139 days Odys O days 0 days 95 days 0 days 0 days 14 days 14 days days NA 8 wks 8 wks NA 06/25/X8 NA 06/04/X8 NA O wks Odays 14 days 14 days Odays darys NA I 14 days NA 06/04/X8 NA 07/30/X8 Odays 8 wks Odays Owks 0 days | B wks O days w ks NA 14 days Project Manager: K. Nanno 4. Develop a plan and draw a Gantt chart for the Parking Lot phase of the project as originally planned by Kyle. Answer Fred's questions. QUESTIONS Friendly Assisted Living Facility Construction coordination meeting 4/11/X8 ACTION ITEM LIST Item Provide notice to proceed on parking lots Date Initiated 01/10/20X8 Date Required ASAP Date Resolved 02/11/20X8 Required From St. Dismas Comments Proposal to St. Dismas 1/18/X7 11/9/20x7 12/1/20X7 02/8/20x8 St. Dismas 11/9/20X7 12/1/20X7 St. Dismas Security Cost proposal to St. Dismas 1/13/X7 Provide PS. - for designer to purchase accessories What are the security requirements! There are fire doors, and they do not have locks. We have rough-in for card readers, but no electric hardware. Lighting review-will exterior lighting in addition to the building mounted lights be required? Location of security panel 12/14/20X703/15/20X8 03/15/20X8 St. Dismas lighting consultant & electrician St. Dismas security St. Dismas designer Contractor 09/28/2007 ASAP 01/18/20X7 01/27/20X8 02/9/2008 ASAP 02/11/20X8 Room number style and placement Parking lot permit Part of signage discussion Permit application 2/9/20XB, waiting for City to approve Conduit required 02/11/20X8 ASAP St. Dismas electrician Fire alarm connection to hospital panel Hair salon decision Updated fire alarm drawings 02/11/2008 02/7/20X8 ASAP 07/1/X8 St. Dismas Contractor & electrician QUESTIONS 1. What do you think the construction project manager should have done when the Director of Security stopped attending the project meetings? 2. Do you think it is an effective communications tool to send the construction project meeting minutes to the ALF steering team and the President! Support your answer 3. How much time has to be made up for the origin baseline schedule to be met? 4. Develop a plan and draw a Gantt chart for Parking Lot phase of the project as originally plann by Kyle. Answer Fred's questions. 5. What information des Fred need to make a decisi about building a hair salon