A Project Management Report to Define the Completed Project

1. PROJECT MANAGEMENT (MGT60403)
DEFINING AND DOCUMENTING A PROJECT
A REPORT BY:
CHAI PHEY CHIAT 0334480
TUTOR: AR. EMMANUEL CANLAS
DOUBLE STOREY DETACHED INDUSTRIAL BUILDING,
LIMBANG, SARAWAK

2. CONTENTS
1.0 PROJECT INTRODUCTION
2.0 TEAM MEMBERS IN A PROJECT TEAM
2.1 ROLES AND RESPONSIBILITIES OF THE ARCHITECT AS LEAD CONSULTANT
2.2 ROLES AND RESPONSIBILITIES OF OTHER CONSULTANTS
3.0 ORGANIZATION STRUCTURE
4.0 STAKEHOLDERS
5.0 PROJECT INFORMATION
5.1 OBJECTIVES AND GOALS
5.2 IMPLEMENTATION PHASES
5.3 IMPLEMENTATION TOOLS
5.4 MONITORING TOOLS & STRATEGIES
5.5 SUCCESS CRITERIA
6.0 CONCLUSION (REFLECTION WRITING)

3. 1.0 PROJECT INTRODUCTION
This is a project located in Limbang, Sarawak where the clients planned to have an industrial building for
cold-storage storage and also a management office within the proposal. The total cost of the project is
RM885900 which is within the estimated budget, and the quality of the construction is up to the expected
standard.
Since this project is located in Sarawak, the procedure of project management will be a bit different, but the
outcome of a successful building is the same due to the three different criteria which shall be discussed in the
report.
From this report, Architect plays an important part in the project, which the Architect involves from the starting of
the project until the end of the project, coordinate with other consultants to make the project successful. The roles
of an Architect can be seen from any section in this report. It shows that Architect’s involvement is very
important in a project and as a lead consultant.
Project Name : Double Storey Detached Industrial Building ( For Non-Combustible Material)
Project Function : Commercial
Project Location : Lot 1686, Limbang Town District
Project Budget : RM 890 000
Project Duration : 30 months (August 2017 to January 2020)
Client : Lim Lan Chuan & Ngu Ung Siew

4. 2.0 TEAM MEMBERS IN A PROJECT TEAM
2.1 ROLES AND RESPONSIBILITIES OF THE ARCHITECT AS LEAD CONSULTANT
2.1.1 COMPANY’S BACKGROUND
John Lau Architect is founded by John Lau
Ngee Tack, a registered architect with PAM.
It is an architecture firm established in 1996
and is based in Miri, Sarawak
john lau Architect
2.1.2 ROLES OF THE ARCHITECT
PRE-DESIGN SERVICES:
1. Conduct feasibility and environmental impact studies
2. Site selection
3. Prepare cost analysis and land-use studies
4. Specify design requirements
BASIC SERVICES:
1. Schematic Design Phase
a. Understanding of project brief and goals given by
the client.
b. Meetings with clients, production of sketches, basic
building designs
c. Initial rough cost estimation based on building
design selected by client’s aesthetic preferences
d. Establishment of rough drawings regarding the size,
location, and the relationship between spaces
2. Design Development
a. Prepare for the submission of drawings to local
authorities for approval
b. Revise drawings with specific detail and design
modification
c. Update for the estimation of cost
3. Contract Documentation
a. Production of detailed drawings for the
construction of projects with specification
b. Tender drawings production and preparation
of Bill of Quantity
c. Preparation of tender drawings and
documents to obtain necessary permits
4. Contract Implementation & Management
a. Periodic progress checking to ensure
contractor follows contract document.
b. Keep track of the project progress to avoid
scope growth, cost overrun or schedule delays.
5. Final Completion
a. Final testing, inspection and payment
b. Issue final certificate of payment to client and
contractor.
POST-CONSTRUCTION SERVICES:
1. Conduct test and construction cost payment
2. Facilities Management
3. Advise on energy efficiency measures
4. Evaluate building design to the needs of occupants
5. Make necessary improvements
6. Works as interior designer or M&E consultants

5. 2.2 ROLES AND RESPONSIBILITIES OF OTHER CONSULTANTS
2.2.1 CIVIL AND STRUCTURAL (C&S) ENGINEER
Roles of C&S Engineer in this Project
1. Initial Stage
• Site investigation and verification of the site feasibility
2. Design Stage
• Provide consultancy services including:
- Design and construction planning
- Execution and maintenance of infrastructure works
• C&S Engineers are Professional Engineer with Practising Certificate (PEPC) to be
Submitting Person (SP) to submit and deal with Appendix B projects to authorities.
3. Construction Phase
• Monitoring the construction activities are done to meet the quality standards that
comply with statutory and regulatory phases, within the planned schedules and
budgets.
4. FInal Stage
• Verification of the completed infrastructure works
• The chosen SP certify the selected Form G for infrastructure works before the
issuance of Occupation Permit (OP).
• The submission of Form F can only be done by C&S Engineer that is eligible to be
Principal Submitting Person (PSP) as listed in Appendix B and C of the Joint
Memorandum.
WONG TIEN HUA & associates
BUILDING & CIVIL ENGINEERING CONSULTANT,
Lot 634, 1st Floor, North Yu-Seng Road,
P.O.Box 1144, 98008 MIRI.
Tel / Fax: 085-411449
Form G to be certified by Submitting
Person (SP):
Form G1 - Earthworks
Form G3 - Foundations
Form G4 - Structural
Form G5 - Internal Cold Water Plumbing
Form G6 - Internal Sanitary Plumbing
Form G8 - Fire Fighting Passive
Form G12 - Building
Form G13 - External Water Supply
Form G14 - Sewerage Reticulation
Form G15 - Sewerage Treatment Plant
Form G17 - Road and Drainage
Form G19 - External Main Drain
Form G21 - Landscape

6. 2.2.2 MECHANICAL AND ELECTRICAL (M&E) ENGINEER
Roles of M&E Engineer
1. Design Stage
• Start on structure as well as plumbing, electrical, ventilation systems energy analysis and any other
project specific systems.
2. Construction Stage
• Ensure construction activities are done to meet the quality standards that are comply with statutory
and regulatory phases, within the planned schedules and budgets.
3. Final Stage
• The M&E Engineer that is chosen as the SP would require to certify the selected Form G for
infrastructure works before the issuance of Occupation Permit (OP).
Form G to be certified by Submitting Person (SP):
Form G5 - Internal Cold Water Plumbing (Mechanical)
Form G6 - Internal Sanitary Plumbing (Mechanical)
Form G7 - Internal Electrical (Mechanical)
Form G9 - Fire Fighting Active (Mechanical)
Form G10 - Mechanical Ventilation (Mechanical)
Form G11 - Lift / Escalator (Mechanical)
Form G16 - External Electrical (Electrical)
Form G18 - Street Lighting (Electrical)
Form G20 - Telecom (Electrical)
SUKIADA ENGINEERING SDN. BHD.
MIRI

7. 2.2.3 QUANTITY SURVEYOR
LANCE LAW (Free Lance Quantity Surveyor)
Roles of Quantity Surveyor
● Known as the construction cost consultant or commercial manager to manage project finances and
contractual relationships.
● Give advice to client what is affordable to be built on site, provides particular scope of work periodically
with detailed cost information, and manage legal and contractual matters.
1. Pre-Construction Stage
• Work on the estimation of materials, time, and labour costs
• Provide preliminary cost estimates and plans for the development of projects
• Preparation of tender document and estimation of construction cost
• Provide advice for the selection of contractors
• Organize calling of tenders
2. Construction Stage
• Variation evaluation
• Preparation of certificate of progress payment
• Evaluate progress claim through site evaluation
3. Post-Construction Stage
• Assess Building Replacement Value for insurance
• Final settlement of final project account

8. 2.2.4 LAND SURVEYOR
BLESSES EARTH SURVEY SERVICES Miri, Sarawak
Roles of Land Surveyor
● Determine property bounderies
● Take exact measurements required from the site
● Provides data related to the contour, gravitation, shape, location, elevation, or dimension of land or land
features on or near the earth's surface for engineering, mapmaking, mining, land evaluation, construction,
and other purposes.
2.2.5 MAIN CONTRACTOR
MEGA AMPLE SDN. BHD. MIRI, SARAWAK
Roles of the Main Contractor (Appointed under Lump Sump Contract)
• Responsible in planning, monitoring and controlling the entire construction works during construction phase
• Provides a fixed budgets according to the required set of tender document produced by Quantity Surveyor
• Provides supervision, information and instruction to the workers on site while complying with health and safety
specifications.

9. 3.0 ORGANIZATION STRUCTURE
Client:
Lim Lan Chuan
Ngu Ung Siew
Architect / Project Manager:
John Lau Architect
Civil & Structural Engineer:
WONG TIEN HUA &
associates
Mechanical & Electrical Engineer:
SUKIADA ENGINEERING
SDN. BHD.
Main Contractor:
MEGA AMPLE SDN. BHD.
Consultants
Quantity Surveyor:
Lance Law
(Free-Lance Quantity Surveyor)
Land Surveyor:
BLESSED EARTH
SURVEY SERVICES

10. 4.0 STAKEHOLDERS
An individual or a party (group or organization) who has an interest to invest in a project which will affect and cause an
impact throughout the process and completion of a project.
The stakeholders can be further divided into:
Internal Stakeholder: Individuals or groups who are involved in operational processes, directly or financially, or both
External Stakeholder: Indirectly influenced by the organization’s operation, have no financial stake in the organization
Double Storey Detached
Industrial Building
Internal Stakeholder
Demand
External Stackholder
Client:
• Lim Lan Chuan
• Ngu Ung Siew
Supply
Consultants:
• Architects
John Lau Architect
• Civil & Structural Engineer
WONG TIEN HUA & Associates
• Mechanical & Electrical Engineer
Sukiada Engineering
• Quantity Surveyor
Lance Law (Free Lance Quantity Surveyor)
• Land Surveyor
Blessed Earth Survey Services
Supply
Contractor:
• Main Contractor
Mega Ample Sdn. Bhd.
Public
Local Governments:
• Limbang Council District
Regulatory Agencies:
• Sarawak Energy (SESCO)
• Laku Management Sdn. Bhd.
(Water Supply)
• Jabatan Bomba dan
Penyelamat Malaysia (BOMBA)
• Jabatan Kerja Raya (JKR)
• Drainage Irrigation
Department Limbang Division
(DID)
• Telekom Malaysia (TM)
Landowner
Media
Private

11. 5.0 PROJECT INFORMATION
Every project requires a process in order to make it as a successful project:
● Includes identification of objectives and goals of a project,
● running of the construction implementation phases with the integration of implementation tools,
● determine the tools and construction strategies,
● and achieving the successful criteria for the project by having a balance between cost, time, and
quality.
5.1 OBJECTIVES AND GOALS
● to complete each phases of this project accordingly as stated in the contract on time and make sure of
its best quality presented to the client.
The objectives and goals of the project:
1. To determine the project objectives and plans including precise scope of work, budgeting, setting
performance requirements, project participants and make sure each the project is following the scheduled
timeline
2. To ensure finances are under control through proper time management and minimal changes
3. To perform strict supervision to solve project issues and conflicts to reduce project failing risk
4. To conduct proper construction management to achieve satisfactory outcomes in all aspects in terms of
progress, standards, finance, time, resources, materials, and equipments.

12. 5.2 IMPLEMENTATION PHASE
Schematic Design Design Development Contract Documentation
Contract Implementation
& Management
Final Completion
5.2.1 SCHEMATIC DESIGN
5.2.1.1 DESIGN BRIEF
● The clients initiated the schematic design stage by approaching to John Lau Architect by using conventional
procurement method where the Architect is given the responsibility to approach other consultant teams.
● The clients gave full responsibility for the Architect to build up a concept and vision.
● This means the Architect has to develop the project brief himself.
● The consultants then carried out feasibility study for the project based on the current market value and demands.
● Clients requested a double storey detached industrial building for non-combustible material on lot 1686 at
Limbang Town District.
5.2.1.2 SUBMISSION FOR APPROVAL
● A new building must be submitted for approval to State Planning Authority (SPA) but this project is an
exception from the list.
● The land itself has the title for ‘Industrial Use Only’ and therefore it is not required for SPA approval as the
client requested for an industrial building, unless the new building to be built is a building with other
purposes.
5.2.2 DESIGN DEVELOPMENT
● Development Order (DO) Approval is not needed to be obtained from the Authority.
● Schematic plans and elevations are revised to include details and specification required for the construction to be
understood by the contractor.
● Project budget could be determined by the Quantity Surveyor and the schedule of construction work could be
done by the contractor with the finalized building plans and drawings.

13. 5.2.2.1 DRAWINGS PREPARATION
● The drawings were reviewed by the
Architect to produce detailed design
drawings with elaborated floor plans,
sections, elevations, detailings as well
as door and window schedules.
● The drawings also will be included with
materials used for the structures.
● The detailed design drawings will be
forwarded to other consultants for
further detailing according to their
respective job scope.
The C&S Engineer:
● Designed detailed infrastructure
plans and prepared the structural
plans and load report of the building.
The M&E Engineer:
● Responsible to design detailed
mechanical and electrical plan.
Quantity Surveyor:
● Draft cost estimation to tally with the
budget.
Contractors
● Obtain materials’ specifications from
the supplier together with the
quotation required.
The above drawing is the detailed floor plan drawn by
the Architect.
The below drawing is one of the drawings prepared by
Civil and Structural Engineer.

14. 5.2.2.2 CLIENTS’ APPROVAL
● A meeting known as Client-Consultant Meeting (CCM) was held to update the progress of the
project and to obtain client’s approval. Aspects that were discussed:
1. Confirmation of building design
2. Building drawings
3. Other consultants’ progress
● An agreement was made between the architect and the client regarding the amendments and
cost adjustments after the discussion.
5.2.2.3 SUBMISSION OF DRAWINGS FOR BUILDING APPROVAL
Once drawings approved, drawings were
submitted for building approval which include:
1. 1 set to Limbang District Council
2. 2 sets to BOMBA
3. 1 set to Sarawak Energy (SESCO)
4. 1 set to Laku Management Sdn. Bhd.
(Water Supply)
5. 1 set to Jabatan Kerja Raya (JKR)
6. 1 set to Drainage Irrigation Department
(DID) Limbang Division
7. 1 set to Telekom Malaysia (TM)
● Submission of drawings for building
approval in Sarawak: no pre-consultation
and technical meeting with the local
authorities is required.
● Drawings were coloured before they were
submitted for approval. Each submission
takes about 1 or 2 months to get
processed.
● The drawings will be rejected for the first
time. The Architect and the other
consultants would revise the rejected
drawings, reprint, and resubmitted.
● Once approved, it is the end of design
development phase.
The above drawing is the one of the Building Plan
submission drawings

15. 5.2.3 CONTRACT DOCUMENTATION
● It is a phase that all the required materials, the constructions, and the structures to be documented
by the Quantity Surveyor to allow the commencement of works by the contractor.
● Further revised of drawings with details to produce the tender drawings and the construction
drawings.
5.2.3.1 TENDER DOCUMENTATION
● The document includes detailed drawings and specification details prepared by consultants,
and Bill of Quantity (BQ) that are delivered by the Quantity Surveyor.
● John Lau Architect was fully responsible for the tender drawings’ updates prior to CCM.
● Bill of Quantities (BQ) is prepared by Quantity Surveyor and was prepared in a “taking off”
process (process of identifying elements of construction) which cost of construction is
estimated from measurements based on consultants’ drawings.
● Quantity Surveyor provides the scope of works, specification, project items with quantities
through the information that was given and identified from the tender drawings.
5.2.3.2 TENDER INVITATION
The project undergone negotiated tender: Clients invite their own desired contractors to go for
tendering process. 3 contractors of their choice are the selected for this project.
5.2.3.3 TENDER EVALUATION
5.2.3.4 AWARD OF CONTRACT
● John Lau Architect and the clients are responsible for the tender evaluation.
● Interviews are needed to be attended by the 3 contractors of the clients’ choice in order to get
evaluated by the architects and the clients.
● After interviews between the selected contractors and the architect together with clients, clients
will select the best tender of their choice. (Mega Ample Sdn. Bhd. was awarded)
● The contract of agreement is done by the clients’ side, it is signed in between the clients and the
contractor prior agree to the details and conditions of the contract. It acts as the evidence of the
acceptance of contract.

16. 5.2.4 CONTRACT IMPLEMENTATION AND MANAGEMENT
5.2.4.1 PRE-COMMENCEMENT PHASE
5.2.4.2 PROJECT QUALITY COMPLIANCE PLAN (PQP)
This phase took around two weeks to process which include:
1. Initial meeting to introduce the team and agreement of the methods and timeline.
2. Compilation and hand over the required documents to contractor.
3. Site supervisory staff briefing to ensure construction works are done within the specific technical
documentation and construction permit.
4. Submission of Borang B to the local council to notify the commencement of work, which the
notification for the commencement of work is to be received by the contractors.
● Prepared by the contractor to report the roles of the parties involved and the important details to
achieve the quality in the project.
● To assure the quality of the construction, weekly work progress and inspection checklist are given,
● A set of forms including Request for Information and other forms are attached for daily records.
5.2.4.3 COMMENCEMENT OF WORK
A) SITE MEETING
● Discuss progress report and issues that might affect construction.
● Done monthly or during claim payment made since the starting of construction.
● No Minutes of Meeting is done as it is regarded as non-formal meeting and site works among
the architect, contractor, and clients.
B) REQUEST FOR INFORMATION
● RFI is to resolve the issues arose during the early construction process to reduce the costly
corrective measures.
● It is requested by the contractor where architect is needed to provide building plans and
structural plans, and exact detail roofing plan to be approved by C&S Engineer.
● The contractor also requested for handrail details for the manufacturing team to build.

17. C) ARCHITECT’S INTRUCTION (AI) AND NON-CONFORMENCE REPORT
● Architect’s Intruction is the instructions given by the contract administrator to the contractor.
● AI is only given since some materials cannot be found in Limbang as there are limited sources.
● Non-Conformence Report (NRC) is the issuance of report if the contractor used the materials that
are not approved by the client, failure in design and strength, not following construction
method as per clients’ choice, and other reason.
● No NRC is issued to the contractor since the architect will amend or approve accordingly to suit
the availability of materials in Limbang as long as materials are equivalent to specifications.
D) VARIATION ORDER (VO)
● The alteration of work added to the existing order in terms of alteration of design, the quantity
needed for works, and the modification of sequence of work.
● Issued by the architect and clients in this project which then mentioned to contractor to carry out
alternative changes.
● VO will directly affect the cost and the completion date of the project.

18. E) REQUEST FOR INSPECTION
F) CERTIFICATE OF PRACTICAL COMPLETION (CPC)
G) INTERIM PAYMENT
● Done by the local authorities to come and inspect and to test the performance of every
structures and services.
● Random investigation towards the industrial building project, which there was no issue regarding
this inspection.
● Issued by the architect to the contractor if the building is done with no defects or damages and
according to specified in the tender documentation.
● CPC allows full collection of payment excluding retention sum that would be released to the
contractor if no defects were found.
● Legally declared the end of the contractor’s liability other than making good defects.
● Certificate of Claim (COC) done in different stages by
the contractor and will be submitted to John Lau
Architect with a summary of work done percentage,
descriptions of items and quantity that have been
used for the construction on site.
● QS will prepare letter of valuation with valuation
certificate before approval of interim claim.

19. 5.2.5 FINAL COMPLETION
5.2.5.1 ISSUANCE OF OCCUPATION PERMIT
5.2.5.2 DEFECT LIABILITY PERIOD (DLP)
Occupation Permit (OP) is required to certify the building that it has comply with necessary approval
and is safe to be used by the occupants before it was handed to the clients. Documents needed:
• Cover letter Principal Submitting Person (PSP) to Jabatan Kawalan Bangunan
• Notice of completion of excavation for foundation
• Borang B
• Borang E
• Borang F
These documents are submitted by Principal Submitting Person (PSP) and Ar. John Lau Ngee Teck is to
submit them once the building was done prior to clients’ approval
● DLP will be started once project handover to clients.
● Known as ‘Warranty Period’ and contractor is responsible to rectify all the defects.
● Last for one year to ensure that the building is well function.
5.2.5.3 ISSUANCE OF FINAL CERTIFICATE
● QS will prepare financial statement for final payment certificate.
● Signed off by contractor as the final settlement.
● The issuance means the construction has been completed and payment is based on final
account agreed by consultants and contractor.

20. 5.3 IMPLEMENTATION TOOLS
Digital softwares were used to complete the drawings and 3D
model of the building:
1. AutoCad
• For drafting of drawings since starting of schematic
design phase to construction phase.
2. Sketchup
• Tool for 3D model to provide illustrations to clients.
Drafting & Design
Digital softwares are needed to keep track all informations in
an organized manner:
1. Microsoft Word
2. Microsoft Excel
3. Microsoft Powerpoint
Documentation
5.4 MONITORING TOOLS & STRATEGIES
● Provide visual overview of a schedule, timeline to keep track plan and to coordinate tasks.
● Display extra information such as the responsibility of the person in charge, overlapping tasks and linking of tasks, and
sequence of each phase in project.
A) Gantt Chart
● Known as the Minutes of Meeting (MoM) to record important information and any issue by meeting participants.
● An agreement agreed by all parties and will be taken as legal instruction in the project.
● There are three types of meetings in the project:
i) Client-Consultant Meeting (CCM)
● Update the progress of project to obtain client’s approval.
● Involves the client and consultants to follow up design progress
● Any disagreement must be raised within predefined period (3 days) from the official copy issuance of written MoM.
ii) Technical Meeting
● Short meeting aimed to solve technical issues and only involves technical team.
● Carried out after the site inspection where issues and concerns will be elaborated.
iii) Site Meeting
● Involves all parties: client, consultants, and contractors which is done monthly or during every claim payment made to
review the progress of the construction works.
● Some of the major issues can be recorded in construction site meeting:
Weather reports, Problem with quality, Circumstances that could violate the contract, Cost impactable issues,
Construction conflicts, Health and safety issues, Design issues, Off-site fabrication and payments
B) Meeting Minutes

21. 5.5 SUCCESS CRITERIA
● The project success factors consists of elements that are required to make sure the project’s successful
completion and this is normally defined in the 3 main aspect known as ‘The Triplet Constraint’.
● Consists of three different factors which are often used to measure the successful level of a project, known as
time, scope, and cost.
TIME
SCOPE COST
QUALITY
● It is able to produce a good quality of project.
● To satisfy these triple success criteria in any project, changing in any will affect the others’ constraints.
● In order to produce a successful project, it is to balance the three factors:
TIME
● The schedule itself is completed with the estimated amount of time to construct the project which allows the
project to be completed before the deadline.
● This industrial building project did not undergo Extension of Time (EOT) and completed in the estimated time.
● The project was done within 30 months.
COST
● Budget should be considered as the criteria for success, which this will benefit both clients and stakeholders.
● The project was designed and constructed within a limited budget (Under RM 890 000).
SCOPE
● It deals with specific requirements and tasks needed to be completed in the project as required.
● If the project is out of control, the cost or time will be increased. In this project.
● No error in this building project and also, all the outcome of the project has been successfully met to the project
brief.

22. 6.0 CONCLUSION (REFLECTION WRITING)
As a conclusion, it can be seen that the project management process is effective in controlling the duration of the project
and it is able to build up a successful project. The projects are easier to be managed in this controlled manner although the
process might seem different between the process in West Malaysia and in Sarawak. Some of the process might not be the
same as what are used throughout the Malaysia but the method of delivering and the goal towards the project is the
same.
In overall, what I have learnt from this internship training is the that are needed to be done by the Architects are practically
important to design and build a building for the client. As what I experienced from my training is, the Architects act as the
coordinator between the consultants, contractors, and the clients, and also the Architects play an important role in
delivering tasks from the beginning of the project until the end of the project. By listing out all the tasks that the
Architects are involved in any particular object, it can be seen that Architects are just not about drafting and drawings and
designing but the Architects are the main person to guide all the process in the project.
In order to build a successful project in real life, it is to deliberate the tasks effectively to all the parties involved in any of
the project. Architects have to think rationally in order to perform tasks and not to bias with any of the parties in order to
get a successful deliverable project to the client.
In order to deliver a successful project, it can be seen that a successful project depends on 3 criteria mainly: Time, Cost, and
Scope. From this triplet constraint for the project, any of the change of the criteria might change the final outcome of the
project or the change of the other two criteria. In order to make a project successful to be constructed, it is to be done
within the Time, Cost, and also the Scope.