ARE 5.0 Project Management – Flashcards
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Project Management
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Includes project planning, scheduling, monitoring, coordinating and directing, updating documentation, closing out the job, and following up with clients.
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Partnering
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Various stakeholders in a project (such as the architect, owner, contractor and vendors) all participate in the decision-making process.
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Bar Chart
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Method commonly used for scheduling design and construction projects. Tasks are listed in chronological order on vertical access and time period is listed on horizontal axis. (Aka Gantt Chart)
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Dependency
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The relationship between a task that must be completed before another can start.
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Critical Path Method (CPM)
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Common scheduling tool that graphically depicts all the tasks needed to complete a project, the sequence in which tasks must occur, and each task's duration.
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Float
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The maximum length of time a noncritical task can be delayed or extended before it causes a delay.
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Work Plan
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A detailed project schedule, breaking the project down into its component tasks and assigning staff members and other resources to each task. (Aka Fee projection)
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Pro Forma
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Statement listing the expected income that the project will generate and the expected costs to build the project.
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Value Engineering
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Reviewing individual systems and materials to see if the same function can be accomplished in a less expensive way.
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Building Cost
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The money needed to construct the building, including structure, exterior cladding, finishes, and electrical and mechanical systems, as well as the contractor's overhead and profit.
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Site Development Costs
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Cost of parking, drives, fences, landscaping, exterior lighting, and irrigation systems.
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Furniture, Fixtures, and Equipment (FF&E)
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Costs of movable equipment, furnishings, accessories, and window coverings.
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Professional Services
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Architectural and engineering fees as well as costs for services such as topographic surveys, soil tests, special consultants, appraisals, and legal consultation.
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Financing
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Includes the long-term interest paid on permanent financing as well as the immediate costs of loan origination fees, construction loan interest, and other administrative costs.
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Debt Service
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The cost to pay off the construction loan for a project and is generally considered an ongoing cost over many years, not part of the original cost of the project.
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Top-Down Approach
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An approach for estimating fees where the PM begins by estimating the total fee needed to complete the project using a combination of rules of thumb and historical data.
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Bottom-Up Approach
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An approach for estimating fees where the PM begins by breaking the project down into individual tasks and estimating how much time will be needed to complete each one.
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Total Working Fee
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The fee available to pay people to do the job after subtracting fees for proffit, consultants and other expenses.
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Project Monitoring Chart
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Used to monitor employees' time sheets weekly in order to compare the actual hours expended to the budgeted time and take corrective action if the actual time exceeds the budgeted time.
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Communication
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The most important aspect of project management that includes 4 basic kinds known as work assignments, instructions, reward and punishment and social interaction.
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Consultant
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An expert who is not part of the firm's regular staff but is employed to work on one or more specific projects.
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Structural Engineer
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Designs and produces the drawings and specs for any new structure or structural modifications, including the building foundation, frame, floors, and load-bearing walls.
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Mechanical Engineer
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Designs and produces the drawings and specs for the heating, ventilating, and air conditioning (HVAC) systems on a project, as well as any plumbing systems needed.
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Project Notebook
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Gives the PM immediate access to information for planning, coordinating and monitoring the job. One of the most useful PM tools.
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Project Perfection Syndrome
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The desire to continue to pursue perfection.
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Meeting Minutes
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Documentation of all meetings and serve as the formal record of the proceedings and may have legal implications later on.
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Contract Documents
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The formalized form of mutual understanding about what the architect will do and what the client will give in return for services rendered.
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Basic Services
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Include the five traditional phases of a design-bid-build project: schematic design, design development, construction documents, bidding, and construction administration.
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Additional Services
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Other services not apart of basic services which can include programming, building information modeling, LEED certification, and post occupancy evaluation.
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Cost of the Work
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The cost of labor and materials furnished by the owner and the cost of items specified or designed by the architect, plus a reasonable allowance for overhead and profit.
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Mediation
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A process in which a neutral third party helps the disputing parties negotiate a settlement, using rules established by the American Arbitration Association (AAA)
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Arbitration
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A formal, legally binding process for resolving disputes without litigation
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Reimbursable Expenses
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Expenses paid by the architect that are directly related to the project.
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Cost Plus Fee
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The architect is compensated for the actual expenses of doing the job plus a reasonable fee for profit.
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Percentage of Construction Cost
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The professional fee is a fixed percentage of the cost of construction.
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Unit Cost
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Fees are based on a definable unit, such as Sq Ft, for such work as tenant planning in a leased building, or on a per-house basis in a large residential project.
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Sustainability Workshop
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Team members confirm the sustainability objective, establish the goals and expectations for the project, and discuss possible sustainable measures.
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Sustainable Measure
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A specific design or construction element, or a post-occupancy use, operation, maintenance or monitoring requirement, that must be completed in order to achieve the sustainable objective.
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Sustainability Plan
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A contract document that identifies and describes the objective, measures to achieve the objective, strategies to implement sustainable measures, responsibilities of the owner, architect and contractor, details about design reviews, testing required to verify achievement and documentation required for the project.
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Sustainability Certification
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Certification of sustainable design, construction, environmental performance, or energy performance.
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Substantial Completion
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The stage at which the work, or a designated portion of it, is sufficiently complete that the owner can occupy it or use it for its intended purpose.
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Liquidated Damages
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Fees paid by the contractor to the owner for every day the project is late.
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Retainage
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A percentage of each payment is withheld until final completion of the work.
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Stipulated Sum
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A fixed price that the owner agrees to pay the contractor for the work as shown in the contract documents.
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Guaranteed Maximum Price (GMP)
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The contractor or construction manager guarantees the owner a fixed, maximum price.
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Instruments of Service
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Any representations of the tangible and intangible creative work of the architect and the architect's consultants. Includes studies, surveys, models, sketches, drawings, specs, etc.
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Change Order
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An order written by the architect and signed by the owner, contractor, and architect
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Construction Change Directive
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Instructs the contractor to proceed with the stated changes in the work, even if the contractor does not agree with the basis for adjustment in contract sum or contract time.
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Contract Time
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The period from the starting date established in the agreement to the time of substantial completion, including any authorized adjustments.
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Mechanic's Lien
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A claim by one party against the property of another party for the satisfaction of a debt.
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Surety Bond
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Protection for the owner against default by the contractor (Aka contract bond)
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Claim
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An assertion, made by one of the parties to the contract, that he or she is owed payment or some other form of relief from under the contract's terms.
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Direct damages
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The cost of repairing defective work or completing unfinished work.
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Consequential damages
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Damages that are not caused directly and immediately by the other party's actions, but from the consequences of those actions. (Aka Indirect Damages)
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Scope Creep
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Happens when the client or the architect makes uncontrolled changes to the original list of services set forth in the owner-architect agreement.
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Parameter Method
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Method of budgeting that involves an expanded itemization of construction quantities and assignment of unit costs to these quantities.
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Matrix Costing
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Method of budgeting where a matrix is drawn showing the various alternatives along one side and the individual elements that combine to produce the total cost of the alternatives on the other side.
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Unit Cost Method
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Method of budgeting where the project is broken down into its individual building components and the labor needed to install them.
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Life-Cycle Cost Analysis (LCCA)
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A method for determining the total cost of a building, building component, or system over the expected life of the building.
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Quality Control (QC)
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An organized set of procedures, systems, and tools established by an office that aid in meeting the expectations of the client, maintaining a high level of professional service, and reducing risks and liability.
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Achieving Quality through Process
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Achieving quality by making sure tasks are performed correctly the first time so that there is no need to redo them later.
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Achieving Quality through Checking
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Achieving quality by making sure a finished product is correct before it is delivered to the end user.
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Checklist
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A list of things that need to be considered or accomplished in order to complete a particular task.
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Process-Based System
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Automates a procedure so that a task can be performed accurately and consistently with little or no human intervention.
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Quality Circle
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A small group of employees who meet regularly to identify, analyze, and solve problems related to their particular sphere of work.
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Steering Committee
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Guide the quality circle program, set goals and objectives, monitor progress, and, in general, see that the program is consistent with the overall goals of the firm.
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Corporate Knowledge
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The documentation of information that an Architectural firm has gained through the work it has done and that can be applied to new projects.
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Project Files
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A record of how the entire job progressed, from initial marketing to project closeout and follow-up.
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Contemporaneous Documentation
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The recording of communications, decisions, and other actions that are not normally relegated to a standard form or whose occurrence cannot be predicted to take place at a given time or circumstance, such as within a regularly scheduled project meeting.
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Hearsay
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A written or oral statement that was made outside of the court, usually by another person than the witness. Usually not allowed as evidence in court.
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Business Entry Rule
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An exception to hearsay where a project record must have been made during the normal course of business, it must have been made at or shortly after the act, event, or transaction being recorded, and it must be the regular course of business for such a record to be made.
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Directed Acceleration
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The owner instructs the contractor to speed up the schedule and agrees to pay the additional costs associated with the changes, which is directed through a change order.
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Voluntary Acceleration
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The contractor may decide to speed up the work because the work has fallen behind the original schedule, the construction company is trying to finish early to collect a bonus, or they want to move personnel to another job.
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Constructive Acceleration
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A contractor may opt to speed up a project due to an excusable or unavoidable delay caused by weather, deliveries or change orders. The contractor may choose to file a claim for damages if the extra time is warranted but not given and the contractor had to incur extra expenses to complete the work on time.
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Addendum
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A written or graphic document issued by the architect during the bid period prior to the execution of the contract, that modifies or interprets the bidding documents by addition, deletion, clarification, or correction.
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Minor change in the work
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A written order by the architect directing the contractor to make a minor change that does not involve modification to the contract sum or time and is consistent with the contract documents.
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Request For Information (RFI)
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A standard form that the owner, architect and contractor may use to request further information from one another during construction.
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Architects Supplemental Instructions (ASI)
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A means for the architect to address minor changes to the extent that AIA Document A201 authorizes, and may include both written instructions and drawings.
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Submittals
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Shop drawings, samples, product data and documents related to sustainability issues (where applicable) that the contractor is responsible for providing after the contract is awarded.
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Shop Drawings
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Detailed drawings, diagrams, schedules and other data prepared to show how a subcontractor or supplier proposes to supply and install work to conform to the requirements for this specific project.
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Sample
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A physical example of a portion of the work, intended to show exactly how a material, finish, or piece of equipment will look in the completed job.
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Product Data
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Brochures, charts, instructions, performance data, catalog pages and other information that illustrate some portion of the work.
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Cut Sheet
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A short-format summary of a material or product's properties and characteristics and is often included in the product data submission.
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Earned Value Management Method
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A technique used to predict both the time and money that is required to complete certain tasks.
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Cost-Plus-Fee
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The contractor is compensated for the actual expenses of labor, materials, and subcontractors in addition to a fixed fee.
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Work
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Consists of the contractor's obligations to provide improvements to the project.
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Project
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Consists of the work of the contractor plus construction by other contractors or the owners own forces.
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Substitutions
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Can be made by the contractor so long as he or she receives consent from the owner, after evaluation from the architect and in accordance with a change order.
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Warranty
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The contractor guarantees that the materials and workmanship furnished under the contract are of good quality, free of defects and conform to the requirements of the contract documents.
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Allowance
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The architect's estimated cost of a particular material or piece of equipment when the actual cost cannot be precisely determined at the time of the bid or negotiated proposal.
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Record Documents
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Copies of all construction drawings, specifications, and other contract documents, marked to record exactly how the project was built, noting any changes or deviations from the original documents.
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Design Delegation
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Allows the use of performance specifications for products and building assemblies. It can also let the contractor select the best approach to completing the work.
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Indemnification
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The contractor will indemnify and hold harmless the owner, architect, architects consultants, and agents against claims, damages, and expenses arising from performance of the work.
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Indemnify
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To secure against loss or damage.
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Special Conditions
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Provisions that are completely unique to a particular project or project site.
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Competitive Bidding
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Must be conducted within clearly defined guidelines that protect the owner from disreputable contractors and unethical bidding practices.
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Value-Based Selection (VBS)
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Process that considers more than just the lowest bid cost, but also factors such as quality, schedule, and contractor personnel.
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Negotiation
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The process in which the owner, with the assistance of the architect, works out a final contract price with one contractor.
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Advertisement for Bids
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Published in one or more newspapers, trade journals or online publications when any contractor is permitted to submit a bid.
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Invitation to Bid
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Only sent to prospective, prequalified contractors to submit a bid.
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Instructions to Bidders
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Outline the procedures and requirements that the bidders must follow in submitting bids, how the bids will be considered, and submittals required of the successful bidder.
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Bid security
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Required to ensure that the successful bidder will enter into a contract with the owner.
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Performance Bond
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A statement by a surety company that obligates complete construction of the project in the event that the contractor defaults on his or her obligations.
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Labor and Material Payment Bond
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Guarantees payment for labor and materials to suppliers, employees, or subcontractors by the defaulting contractor.
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Agency Review
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Includes the standard building code check by the authority having jurisdiction (AHJ) as well as any other reviews by permitting agencies.
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Buyout
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The process of selecting suppliers and finalizing prices from any remaining subcontractors and vendors that are not part of the IPD process.
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Alternate
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A request included in the bidding documents asking the contractor to supply a price for some type of variation from the base bid.
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Add Alternate
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An alternate that adds to the base bid.
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Deduct Alternate
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An alternate that reduces the base bid.
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Unit Price
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In bid documents: set costs for certain portions of work, based on an individual quantity.
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Fire Resistance Rating
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The length of time that a construction material or assembly can withstand a standardized fire resistance test.
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Fire Damper
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A listed device installed in ducts and air transfer openings that is designed to close automatically on detection of heat, to resist the passage of flame.
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Smoke Damper
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A listed device installed in ducts and air transfer openings that is designed to resist the passage of smoke.
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Fire Partition
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A wall assembly with a 1-hr fire resistance rating.
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Fire Barrier
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A vertical or horizontal assembly that is fire-resistance rated and that is designed to restrict the spread of fire, confine it to limited areas, and/or afford safe passage for protected egress.
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Fire Wall
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A fire-resistance rated wall that is used to separate a single structure into separate construction types or to provide for allowable area increases by creating what amounts to separate buildings.
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Smoke Barrier
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A continuous vertical or horizontal membrane with a minimum fire-resistance rating of 1-hr that is designed and constructed to restrict the movement of smoke.
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Occupancy
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The classification of the use of a building or interior space, such as an office, restaurant, residence, school, etc.
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Mixed Occupancy
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When a building or area of a building contains two or more occupancies.
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Accessory Occupancy
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A space or room that is ancillary to a main occupancy but that does not exceed 10% of the floor area of the story in which it is located.
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Incidental Use
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Ancillary to a main occupancy and has the same classification as the nearest main occupancy, but poses a greater level of risk than that occupancy.
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Fire Zone
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The division of a city in representation of the degree of fire hazard.
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Fire Hazard
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Based on factors such as density, access to fire fighting equipment, existing building heights, and so forth.
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Means of Egress
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A continuous and unobstructed path of vertical and horizontal egress travel from any point in a building or structure to a public way. Consists of the exit access, the exit and the exit discharge.
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Public Way
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Any street, alley, or similar parcel of land essentially unobstructed from the ground to the sky that is permanently appropriated to the public for public use and has a clear width of not less than 10ft.
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Exit Access
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The portion of the means of egress that leads to an exit.
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Exit
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The portion of the egress system that provides a protected path of egress between the exit access and the exit discharge.
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Exit Discharge
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The portion of the egress system between the termination of an exit and a public way.
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Occupant Load
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The number of people that a building code assumes will occupy a given building or portion of a building.
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Occupant Load Factor
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The amount of floor area presumed to be occupied by one person.
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Gross Floor Area
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Includes stairs, corridors, toilet rooms, mechanical rooms, closets, and interior partition thickness when calculating occupant load.
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Net Floor Area
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Includes only the space actually used by the occupant when calculating occupant load.
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Common Path of Egress Travel
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The portion of the exit access travel distance measured from the most remote point within a story to the point where the occupants have separate access to two exits or exit access doorways and can make a choice about which direction to go.
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Exit Access Travel Distance
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The distance that an occupant would have to travel to get from the most remote point in the occupied portion of the exit access area, along the natural and unobstructed path of horizontal and vertical travel, to the entrance to the nearest exit.
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Corridor
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A fully enclosed portion of an exit access that defines and provides a path of egress travel to an exit.
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Dead End
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Exists when a person in any part of a building required to have two means of egress has only one choice of direction that leads to an exit access doorway or an exit.
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Stair
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A change in elevation accomplished by one or more risers.
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Stairway
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One or more flights of stairs with the necessary landings and platforms connecting them to form a continuous passage from one level to another.
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Interior Exit Stairway
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A stairway that is an exit component that meets one or more means of egress requirements
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Exit Access Stairway
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An interior stairway that is not a required interior exit stairway.
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High-Rise Building
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A building with occupied floors more than 75ft above the lowest level of fire department vehicle access.
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Guardrail
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A component whose function is to prevent falls from an elevated area.
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Chimney
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A primarily vertical structure containing one or more flues to carry gaseous products of combustion and air from a fuel-burning appliance to the outdoors.
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Vent
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A pipe or factory-made component that contains a passageway for carrying combustion products and air to the atmosphere.
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Floor Area Ratio (FAR)
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The ratio of the gross floor area within a structure to the area of the lot on which the structure is situated.
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Setback
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The minimum distance a building must be placed from a property line.
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Front Setback
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The distance from the property line facing the street or the primary front of the property.
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Rear Setback
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The distance from the back of the lot.
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Side setback
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The distance from the side property line.
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Bulk Plane Restriction
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A zoning technique that establishes an imaginary inclined plane beginning at the lot line or the center of the street at a given elevation and slopes at a prescribed angle toward and over the lot. The building cannot extend beyond this plane.
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Variance
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Permission to deviate from the zoning regulations.
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Conditional Use Permit
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Allows a nonconforming use or other use in the zoning ordinance if the property owner meets certain conditions.
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Proprietary Specification
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Specifies a particular product by brand name and allows no substitutions.
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Decriptive Specification
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A specification that defines the type of outcome desired but does not list specific products.
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Base Bid with Alternates
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Calls for a specific product but allows substitutions of other materials.
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Base Bid with "approved equal" language
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Similar to Base Bid with Alternates except alternates require the architect's approval.
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Milestone Chart
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Consists of a list of deadlines and assignment of responsibility for each task. Best for scheduling small projects with few participants.
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General Obligation Bonds
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Typically used to fund a specific project, such as a library or fire station.
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Developer Impact Fees
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Generally used to fund infrastructure improvements made necessary by new development.
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Business Improvement Disticts
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Used to fund public space improvements to enhance an areas appeal and, indirectly, it's property values.
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Tax Increment Financing
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A method of financing cities use to issue bonds to pay for improvements within a specified district. Improvements are intended to stimulate private development within the district by providing better infrastructure and city services.
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Subrogation
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The legal technique whereby an insurer "steps into the shoes" of a party to whom it has made payment.
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Davis Bacon Act
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Requires workers to be paid local prevailing wages when public funds are used.
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Clinger-Cohen Act
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Allows the use of design-build contracting on federally funded projects.
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Miller Act
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Requires contractors to post performance and payment bonds.
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Brooks Act
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Requires federal agencies to award projects to architecture and engineering firms based on qualifications-based selection processes.
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Utilization Ratio
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The ratio of time that a person spends working on billable tasks to the total amount of time worked.
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Employee Time Sheet
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A record of time worked and the tasks accomplished, which the PM can use as a tool to track project progress.
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Work Breakdown Structure
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The projects to-do list or the list of tasks that must be performed to complete the project.
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Responsibility Matrix
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A document that the PM prepares that assigns tasks to specific team members.
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Statute of Limitations
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Establishes the amount of time that a party has to take legal action upon discovery of a design or construction defect.
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Statute of Repose
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Establishes the time to take legal action once construction has completed.
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Parameter Method
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Calculates an estimated cost per Sq Ft for many types of materials so that the designer can understand the cost implications of each, as well as mix and match materials or systems to arrive at a design that complies with the project bidget.
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Conditional Covenant
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States that if the restrictions prescribed in the deed are not followed, the title to the land will revert to the original grantor or his/her heirs.
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Conditional Use Permit
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Provides permission from a zoning board to use a property for a special purpose.
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Affirmative Covenant
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Commits a buyer of a piece of property to performing a specific duty in the future.
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Eminent Domain
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Granted by the 5th Ammendment to the US Constitution, it is the right of a government to aquire private property for a use that is determined to be in the public interest.
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Hard Costs
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Expenses directly associated with construction, including materials, labor and contractors overhead and profit.
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Soft Costs
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Other project expenses such as design fees, legal fees, cost of financing the project, insurance, administrative costs incurred by the owner and moving expenses.
