2. Services in Project management

DIN 69901-5:2009-1

We need some definitions first:

• Mitwirken: Collaborate: The project manager coordinates other planners, collects their work, makes his own analysis of it, and present them to the investor.
• Erstellen/Aufstellen: Create: it is about preparing reports on state of works.
• Abstimmen: Coordinate: Submitting the work of other planners to the investor, looking for the agreement from the client for implementation.
• Umsetzen: Convert: Coordinate the planning process, information and decisions system, and check their compliance.
• Fortschreiben: update: follow through that all partners have always the last versions of documents.
• Prüfen: Check: you need to check the plans, documentation, but also the invoices from planners and other involved parties.
• Überprüfen: Verify: controlling of finished phases, results, to the released status. You don’t need to control the details, just the completeness, plausibility, consistency of the documents.
• Analysieren und bewerten: Analyse and evaluate: take some samples to check if the planners are doing their work correctly.
• Steuern: Control: influence all active in the project to go into the right direction with the project.

2.1 Preparing the project

2.1.1 Organisation, information, coordination, and documentation tasks

• Develop the organisational structure, coordinate and document it.
• Coordinate the planning for the planning.
• Help define the project goals and the documentation of the project specifications
• Coordinate the communication structure and reporting system.
• Define the decision management system.
• Define the change management system.
• Contribute to the risk management system.
• Participate in the selection of a project communication system.
• (Coordinate specific internal units of the client.)
• (Prepare templates for reporting to the client.)
• (Setting up your own project communication system)
• (Prepare the organizational basis for multiple projects/programs/portfolios)
• (Design, prepare and align risk management systems.)
• (Plan regulatory approval procedures.)
• (Communication with the affected third parties and the relevant public.)

2.1.2 Qualities and quantities

• Verify the existing basis (Grundlagen) of planning requirements.
• Collaborate at the clarification of site issues: procurement, documentation.
• Review the results of the baseline investigation (Grundlagenermittlung).
• (Create and coordinate the needs plan.)
• (Inquiry regarding the infrastructure and obtain the relevant and documents.)
• (Prepare and conduct the architectural competition.)
• (Structure the processes for sustainability strategy.)

2.1.3 Costs and financing

• Preparation of the cost framework for investment and usage.
• Definition of investment and funding.
• Review the contract proposals of planers and other participants.
• Set up the project specific cost tracking.
• (Create feasibility studies.)
• (Use client-supplied computer programs for the documentation.)

2.1.4 Deadlines, capacities and logistics

• Set up and adjust the project timeframe.
• Controlling timeframe for the entire project and the capacity framework.
• Logistical factors taking into account relevant location and boundary conditions.

2.1.5 Contracts and insurances

• Preparation of a delivery (Vergabe) and contract structure for the entire project.
• Prepare and coordinate the contents of the planner contracts.
• Selection of the contractors, negotiations and preparations of the assignments.
• Propose the contract dates and deadlines for the planner contracts.
• Insurance concept for the entire project.

2.2 Planning

2.2.1 Organisation, information, coordination, and documentation tasks

• Update the project specific organizational specifications.
• Analyze and evaluate the planning processes for conformity of the project goals.
• Update the documentation of the project specifications.
• Verify the communication structure – reporting to the client.
• Convert decision management.
• Convert change management.
• Analyze and Evaluating the coordination services of the planners.
• Collaborate in risk management.
• Evaluate the proper use of the communication system by the stakeholders.
• Collaborate at the regulatory approval.
• (Represent the planning concept to the public)
• (Operate your own project communication system.)
• (Implement risk management systems with special requirements.)
• (Involvement of participating third parties and the public in the project.)

2.2.2 Qualities and quantities

• Ongoing analysis and evaluation of the performance of the participants.
• Controlling the planning of the sampling.
• Control the result documentation of the participants.
• (Control the sustainability certification processes.)
• (Control planning with 3D modelling processing and BIM.)

2.2.3 Costs and financing

• verify the costs estimation and calculation and add corrections.
• Cost control to meet the cost targets.
• Budgeting and cash outflow.
• Review and release proposals regarding the invoices.
• Update the project-specific cost tracking (continuous).
• (cost estimate/calculation according to DIN 276.)
• (usage costs estimate/calculation and usage cost control.)
• (profitability calculations.)
• (value engineering, cost effectiveness, contracting ability, sustainability, energy consumption, material suitability, logistics, workflow.)

2.2.4 Deadlines, capacities and logistics

• Updating the time frame.
• Verify the schedule of the planning participants.
• Update of the time frame.
• Schedule the planning, with analysis and evaluation of the scheduling updates.
• Update the logistical variables.
• Set up the schedule for the integration of strategic facility management.
• (Schedule for planning and construction.)
• (Schedule of the deadlines for planners.)
• (Create a logistics concept.)
• (Match logistics measures with neighboring and neighborhood interests.)

2.2.5 Contracts and insurances

• Contribute to the enforcement of contractual obligations to the parties.
• Implement the insurance concept for all project participants.

2.3 Preparing for execution

2.3.1 Organisation, information, coordination, and documentation tasks

• Update the organization with project structure planning.
• Analyze the planning processes for conformity with the project goals.
• Update the documentation of the project specifications.
• Verify the communication structure – reporting to the client.
• Implement decision management.
• Implement change management.
• Analyze and evaluate the coordination services of the object planner.
• Contribute to risk management.
• Evaluate the proper use of the communication system by the stakeholders.
• (Operate your own project communication system.)
• (Implement risk management systems with special requirements.)
• (Involvement of participating third parties and the public in the project.)

2.3.2 Qualities and quantities

• Ongoing evaluation of the planning results with the specified project goals.
• Bid evaluations and procurement proposals prepared by the plan participants.
• Examine the effects of offers for compliance with the specified project objectives..
• Participate in the required sampling.
• (Send the tender documents.)
• (Controll the sustainability and certification processes.)

2.3.3 Costs and financing

• Verify the target values ​​from planners on the current cost calculation.
• Review the cost calculations made by the planners on price specifications.
• Review the bid evaluations for the reasonableness of the prices.
• Specify the cover confirmations for orders.
• Cost control of the offer tests and cost comparisons of the planning participants.
• Review and release proposals of invoices for participants for payment.
• Plan funding and outflow.
• Update the project-specific cost tracking (continuous).
• (Create profitability calculations.)

2.3.4 Deadlines, capacities and logistics

• Update the time frame.
• Verify the planning of the contracting parties for planning.
• Update of the control schedule with input from planners.
• Verify the available offers with regard to specified dates.
• Schedule control with target/actual comparisons regarding execution planning.
• Update and test the development of logistical parameters.
• (Update the scheduling for planning and construction.)
• (Create time schedule for (Vergabe).)
• (Continue the alignment of logistical measures with neighboring and neighborhood interests.)

2.3.5 Contracts and insurances

• Contribute to the enforcement of contractual obligations to the parties.
• Contribute to the structuring of the (vergabe) procedure.
• Verify the contract documents for completeness and plausibility.
• Participate in the contract negotiations until the time of signature.
• Specify the contractual dates and deadlines for the contract of execution.
• (Participate in the selection, procurement, construction and implementation of special information systems (eg for facility management))

2.4 Execution

2.4.1 Organisation, information, coordination, and documentation tasks

• Update the organizational specifications with project structure planning.
• Evaluate the planning processes for conformity with the given project goals.
• Update the documentation of the project specifications.
• Verify the communication structure – reporting to the client.
• Implement decision management.
• Implement change management.
• Analyze and evaluate the coordination services of object monitoring.
• Contribute to risk management.
• Evaluate the proper use of the communication system by the stakeholders.
• Assist the client in the initiation of independent proceedings.
• (Coordinate special requirements of the operator / user organization.)
• (Operate your own project communication system.)
• (Organizational and construction support in court proceedings.)
• (Implement risk management systems with special requirements.)
• (Contribute to the involvement of third parties involved and the public in the further project realization.)

2.4.2 Qualities and quantities

• Evaluate the services of object monitoring, suggest adaptation measures.
• Locally verify of the services of the object monitoring.
• (Controll the sustainability and certification processes.)

2.4.3 Costs and financing

• Cost control to meet the cost targets.
• Verify and release proposals for invoices of plan participants for payment.
• Invoice verification of the object monitoring for payment to contractors.
• Specification of cover confirmations for supplements.
• Updating the planning on funds requirement and outflow.
• Updating the project-specific cost tracking (continuous).
• (Verify the invoices of the executing companies.)

2.4.4 Deadlines, capacities and logistics

• Updating the time frame.
• Verify the schedule of the planners, compliance with the schedule.
• Update control schedules, inclusive the schedule of the planning participants.
• Schedule the execution taking into account the project monitoring services.
• (Create a detailed commissioning plan integrating all project participants including users.)

2.4.5 Contracts and insurances

• Contribute to the enforcement of contractual obligations to the parties
• Help client in averting claims of third parties (neighbors, citizens’ initiatives).
• Examination of the object surveillance and participation in the commissioning.
• Participation in the acceptance preparation.
• (Coordinate the insurance-relevant claims settlement.)

2.5 Finishing the project

2.5.1 Organisation, information, coordination, and documentation tasks

• Collaborate in the transfer/takeover/commissioning/use.
• Systematic archiving of project documentation.
• Verify the compilation of documentation by the planning participants.
• Verify the communication structure – reporting to the client.
• Complete decision-making / change and risk management.
• Organize the completion of the project communication system.
• (Organizational and building support in court proceedings.)
• (Organize the completion of your own project communication system.)
• (Complete the risk management system with special requirements.)
• (Verify the project documentation of the experts involved.)

2.5.2 Qualities and quantities

• Analyze and evaluate the list of limitation periods for claims for defects.
• (Initiate, coordinate and control the repair of defects.)
• (Controll the sustainability and certification processes.)

2.5.3 Costs and financing

• Verify the cost determination of the object and specialist planner.
• Verify the invoices of the project participants for payment.
• Verify the audit of the object monitoring for payment to contractors.
• Verify the services of the plan participants in the release of security deposits.
• Complete the project-specific cost tracking.
• (Create the usage manuals)

2.5.4 Deadlines, capacities and logistics

• Control of commissioning, acceptance (Abnahme) and delivery.

2.5.5 Contracts and insurances

• Contribute to the legal acceptance (Abnahme) of planning services.