Introducing 

Prezi AI.

Your new presentation assistant.

Refine, enhance, and tailor your content, source relevant images, and edit visuals quicker than ever before.

Loading…
Transcript

Occupier Project Process

Sales

Strategy

Implementation

Follow-up

Project Opportunity

Opportunity comes in

Project Opportunity

GNG Discussion

Send client contact information and all existing project information with your GNG request.

Marketing will open the project number.

GNG Discussion

Schedule GNG with:

  • Principal in charge of Project Delivery
  • Director leading Occupier Services
  • Account Leader
  • Director of Marketing
  • Contact who brought in the opportunity
  • PM of existing account

GNG Criteria

GNG

Criteria

Do we want it?

Can we get it?

For specific criteria, refer to the Knowledgebase.

https://saaia.zendesk.com/hc/en-us/articles/115007991007-Go-No-Go-GNG-Discussions

No Go

If it is a No Go, consult with Marketing for the best strategy to decline the project.

Marketing will close the opportunity in Vision.

No Go

Project Team

Roles and Responsibilities

During the GNG, decide on who the PM and team should be.

Managing Director (MD)

Communicate assignment to PM, download project information from GNG call and pass on the project number.

Project Manager (PM)

Communicate existing project number to PC and update project team members

Project Team

Preliminary Client Meeting

Preliminary Client Meeting

Required: DOS/ PM / AL

Identify scope

Identify budget for the project

Identify schedule

Identify client point of contact

Understand business goals and drivers 

Identify broker and terms of the deal

Scope Definition, Schedule and Staffing Plan

Required: (DOS / PM / AL)

PM and DOS will present to the client the scope and schedule for approval

PM will decide on SAA staffing plan including direct project team and resource groups

PM / AL will decide on outside consultants

AL should provide relevant staffing, resources and consultant history

Scope Definition, Schedule and Staffing Plan

Communication Plan

Communication Plan

Required: (DOS / PM / AL)

Research existing client communication preferences in Vision.

Identify any modification and document in Vision.

This includes:

  • Client's communication preferences
  • SAA's communication leader
  • Identify DOS' responsibility
  • Identify PM's responsibility
  • Identify AL responsibility

Record project communication in the activities tab of the project.

Set up Checkpoint Meetings

Set up Checkpoint Meetings

Required: (DOS / PM)

Confirm:

  • The project is on schedule
  • The project is within the estimated budget (internal and construction)
  • Any scope changes and how to communicate with the client
  • Any potential issues that may come up and an action plan
  • Documenting the weekly check point meetings using formatted template from Knowledge Base and file in project folder.

Initial Proposed Phase

Initial Proposed Phase

Required: (DOS / PM / AL)

DOS/AL provides scope review

AL provides relevant fee history

PM and MD owns fees

Customize QA/QC plan with relevant account process, standard and milestones

Visioning: Offer ideas, concepts and imagination to help them see what they don't know yet. Include in scope of work.

Programming Phase

(if not provided by a client)

Programming Phase

Required: (DOS / PM / Designer)

DOS, PM and Designer to meet with client and possibly their department managers

Using SAA Programing template and questionnaire, gather the information necessary to complete the Programming Phase

PM will issue the Program spreadsheet to the client for approval

QC checkpoint

Test Fit Phase

(once the program is approved by the client)

Test Fit Phase

Required: (PM / Designer)

Using the Programming information, PM will work with Designer and lead the process for the completion of the Test Fit

PM will issue to the client for approval

PM to follow-up to make sure the client received and reviewed

QC checkpoint: PM to make sure there is an internal review to see if there are any issues with the plan and communicate them to the client.

City Due Diligence

City Due Diligence

Required: (PM / JC )

Once the proposal is approved, PM and JC will schedule a meeting with the city for preliminary review of the plan to make sure there are no issues with any code compliance, as well as turnaround time frame for the Plan Check review

PM will communicate to the client any out of the scope items they find out from the city, as well as the approximate time frame

QC checkpoint

Schematic Design Phase

Tip: Control is the key to this phase.

Do not show more or less than is required.

We need to know the advantages and the disadvantages of what we are presenting and clearly communicate now.

Make sure all items are within the schedule and budget. Cannot go over without communicating and adjusting fees.

Schematic Design Phase

Required: (DOS / PM / Designer / Resource Groups)

PM will put together preliminary schedule for the projects and communicate with client

PM will put together a preliminary construction budget with whatever information is available to help the client's expectations and be a communication tool for the Resource Groups. (If needed, ask for assistance for putting together a budget)

DOS, PM and Designer will schedule a meeting with the client to understand the complexity and quality of materials and design for the project

PM will coordinate with Design Group and lead the process for the completion of Schematic Design

PM will review the Schematic Design with DOS and PM will issue for client's approval

QC checkpoint

Design Development Phase

Remember

Make sure all designs are within the schedule and budget as well as all project goals.

Share project renderings with Marketing!

Design Development Phase

Required: (DOS / PM / AL/ Designer / Resource Groups)

Once the SD is approved: Based on the meeting with the client (for SD and DD), PM will schedule a meeting to coordinate the DD efforts

This will include:

  • Understanding the client's expectations
  • Schedule for preliminary review (internally)
  • Discuss what Consultants and Resource Groups needed for the project AND document
  • Discuss all possible challenges to expect on the project, assign responsibilities, AND document in details
  • Schedule final delivery of the DD package
  • Schedule DD review/presentation meeting with the client
  • Confirm how the information is sent and received including any changes
  • PM and Design team will meet with the client to review and approve (or make any changes) DD package
  • QC checkpoint

Final Fee Proposal

(if not included in initial proposal)

Final Fee Proposal

Required: (DOS / PM )

PM will estimate fee to include Preliminary City Due Diligence, additional field verification needed, construction documents, plan check process, construction phase services and any outside consultants needed

PM and JC will call the city to understand all their requirements, process and turnaround time

PM will review proposal with DOS and issue to the client for approval

PM will call the client to make sure they received the proposal and review to make sure the client understands what is included

Construction Document Phase

As the deadline approaches:

  • PM will have a final checkpoint meeting with the team and make sure the team is on schedule
  • PM will designate a QC person and make sure the QC process is done in a timely manner before issuing the drawings
  • PM/JC will follow-up with all of the Consultants to make sure they will have their drawings completed by the set timeline
  • PM will issue the CD's and meet with the client to review and approve

Construction Document Phase

Required: (AL / PM / JC / D of A /Resource Groups / outside consultants)

Before starting the CD's, PM and JC must outline in writing the sequence of tasks within the CD's:

  • PM and JC will make a list of all the items that are needed from the client to complete the CD's with dates needed by
  • PM and JC will make a list of all the questions the team might have for the client
  • PM will have a kick-off meeting with JC, Designer and Resource Group to discuss responsibilities, tasks and schedule
  • PM will schedule periodic meetings with the team as a checkpoint to make sure everyone is on schedule and can meet the targeted dates
  • PM and DOS will schedule review meeting (s) with the client
  • PM and DOS will have periodic progress meetings within CD phase
  • PM/DOS will have periodic call with the client to check-in and give them updates on the progress throughout the project

Plan Check Process Phase

Remember

Communicate with client, client PM, contractor etc. upfront of any possible delays and set expectations immediately.

Plan Check Process Phase

Required: (PM / JC / Expeditor)

JC/Expeditor will meet with the City Plan Checker or submit the drawings

PM will communicate with the client

PM/ JC to follow-up with the Plan Checker periodically to make sure we are on schedule

If/when we receive PC corrections: PM/ JC will review all corrections, put together timeframe and communicate with client

Construction Phase Services

Note

DOS will check in with client periodically and communicate any changes or issues

Construction Phase Services

Required: (DOS / PM / JC / AL/ Resource Groups)

PM will make sure all RFI's and Submittals are reviewed and answered in a timely manner. This includes consulting with DG and other consultants as needed.

PM/JC will document all meeting notes (even if a Construction Manager or GC is issuing official meeting minutes)

PM will issue a recap after a meeting that includes all action items, responsible parties and the due dates

PM will review the internal financial report for the project weekly (including all Resource Groups) to make sure we are staying within budget. This includes all meetings as well as other Resource Groups involved with the project. PM will communicate with all Resource Groups about their budget as well as how much they have spent, what is the percentage of completion and how much is left in their budget.

QC checkpoint

Client Follow-up

Project Close Out

Required: DOS/PM

Set follow up dates with the client to continue relationship touchpoints.

Leverage Marketing for event, gift and email ideas for clients.

Continue to update Activities section in Vision with correspondence

Learn more about creating dynamic, engaging presentations with Prezi