Large Scale Project Management

Jan 9, 2020 | CASE STUDIES

Recommendation 

 I have known Karen Hannon professionally and personally for over twenty years. In this time Karen established an excellent professional reputation in the world of Primary education, not least for her ability to thrive in the most challenging circumstances. Karen’s time management and organisational skills are outstanding and her attention to detail is exceptional. Integrity, honesty and professionalism are key values that Karen will bring to any organisation as well as being very loyal and hardworking. For all the reasons mentioned above I employed Karen to Project Manage a high-profile building transformation at this time, confident in the knowledge that this Project will arrive on time, on budget and completed to a high standard. I can recommend Karen Hannon to your organisation unreservedly. 

Dom Magner, Headteacher The Milford Academy, Clifton, Nottingham 

Site Plan 

Samples of reporting to the Governors

End of month update for governors: February 2019

• Legal agreements such as Terms and Conditions and GDPR have been read and signed by both parties.
• Meetings have taken place with the key stakeholders who will be regularly using the annex once completed. Their views have been taken into consideration for moving forward with the final plan.
• The building layout has been mapped out with asset numbers assigned.
• A detailed audit of the current condition of all rooms and spaces has been conducted and recorded.
• A meeting with the head teacher has taken place to explain all proposed changes before moving forward.
• As instructed City Schools IT will be upgrading the IT infrastructure throughout the building and supplying the equipment related to this. Two meetings have occurred, and we are now waiting for their quote and date to commence works.
• Meeting with both the Facilities manager and Builder to go through all changes and work required. Each one has been given a job sheet with details for each room.

Building Overview with asset numbers assigned

Proposed Key Changes of use of existing space summary:

End of month update for governors: March 2019

• The dividing wall between asset 10 and 13 for the after school base M.O.O.S.E. has now been knocked through. This is a much better use of space providing a continuous flow. Credit here needs to go to March update for this idea.
• Other major building works completed during March:
  • Gutting asset rooms 11, 12, 15 and 16 which were previously baby changing and milk preparation facilities.
  • Boarding the two window hatches from asset 11 and 12.
  • Creation of a new doorway to access the toilet from asset 13 directly.
  • Existing doorways removed between asset numbers – 13/14, 13/17, 15/21.
  • Relocation and new piping for the radiators in asset 13 and 27.
  • Fibre cabling with a new hub, phone data points has now been installed throughout the annex
• The builder who is doing a good job working on all the building alterations has now confirmed it is possible to have the two adult toilets in asset 18 which was originally the laundry. This further enhances the conference suite facilities for hire.
• Tendering of three quotes to demonstrate best value for lighting, blinds, vinyl, carpet and windows have been conducted. Quotes ready for head teacher and governor final approval.
• The lighting survey found there are improvements from upgrading which could save the school considerable costs in the future – two examples of this are: replacing all lighting from 60w with LED15w; and altering the site emergency lighting to reflect what is actually needed. Some parts of the annex such as the laundry have three emergency lights where only one is required.
• Creation of a cleaner’s store has now been planned in for once the nursery toilets have been relocated in asset 22. This will make better use of this dead space and mean the cleaning team won’t have to be taking their equipment between the buildings.

Key Changes of use of existing space summary:

End of month update for governors: April 2019

• Meeting with head teacher to determine successful tenders from the quotes submitted. A full set of all quotes has been given to the Business manager for auditing purposes to demonstrate best value.
• The builder continues to be given updated instructions as he progresses on the project detailing with what is needed.
• Orders for: Conference room window and sliding doors; blinds; lighting; carpets and vinyl are now complete.
• A Skip hired was hired with the waste building materials removed from site during the Easter vacation.
• Nursery toilets and cubicles removed
• Kitchen upgrade of new surfaces and appliances have been ordered for asset 7
• New instant hot water boiler and fitted kitchen to replace the old nursery level one in the conference room asset 24 ordered.

Rationale for successful tenders

• Windows – ABC quote was the mid of the three submitted. Strong reputation for good quality and aftercare sales. DEF although the cheapest had mixed reviews of quality. GHI windows quote was significantly higher.
• Blinds – JKL Blinds were the most competitive of the three companies sourced. This company installed blinds at Ambleside in 2006, which when I left in 2018 still looked brand new in excellent condition. Other companies who submitted quotes were the MNO Limited and OPQ Blinds.
• Carpet & Vinyl – RST Carpets and UVW Carpets were highly competitive against each other. XYZ carpets were extremely cheap in comparison to the other two but didn’t present themselves as professional with both the measuring process and conduct over the phone. Final decision has gone with UVW Carpets as they were the mid-priced quote and therefore the best value for money for the Academy.
• Lighting – ABC were the school preferred supplier for all electrics. As part of ensuring the annex is futureproofed and can save money where possible in the long term. DEF were invited on site to perform a survey of the current lighting in place. Their findings demonstrated significant savings could be made by switching to LED lighting which would amount to £8,412.00 over a five-year period. The decision was made to use Energy save for the lighting replacement and continue to use ABC for all other electrical works in the refurbishment.
• Toilets – Tender site visits have and are still taking place.
• Safety Shutters – Waiting for quotes back on these.

Summary

Apart from the three unisex toilet cubicles, the major expenditure for the project has now taken place. The next phase consists of shelving in high performance areas such as the M.O.O.S.E. base and Music room, followed finally by decoration and furnishings.

Total spend to date: £ 52,123.06

End of month update for governors: May 2019

• Order for: the x3 Unisex toilets has gone through the tender process to ensure best value for money before ordering. The wall from the old nursery toilets has been knocked through in preparation to make way for this.
• Several of the radiators have been relocated. Location of Interactive White Boards, walls knocked through and maximising storage space are reasons for this.
• Similarly, baby changing facilities, sinks and boilers which are no longer required in Assets 11, 15 and 16 have been removed and the plumbing water pipes correctly sealed off.
• Many of the minor works required in the different rooms have now been completed to the extent that five pages of building tasks has now been reduced to two. The builder continues to be given updated instructions as he progresses on the project detailing with what is needed.
• A new instant hot water boiler has been fitted in the conference kitchen. This will now mean delegates attending courses in the annex will not have to wait for boiling kettles during breaks enabling more time to be dedicated to the training taking place.
• All electrical works have now been completed. This comprised of both new fittings and safely sealing off sockets which were no longer needed such as redundant sockets where the wall has been removed between assets 10 & 13.
• The lighting has now been replaced throughout the building. This has been completed to a high-quality spec and finish. The Milford Academy will save the school over eight thousand pounds in the next five years due to the energy saving devices now put in place.