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.

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