The Build Process - Project Control Cycle Components - Part 3

The project control cycle applies just as readily to activities such as demolition, installation of  plumbing fixtures, floor and wall tile, and painting as it does to the suppliers who are providing the materials and products used to build your renovation. Your project’s success, and especially for a seemingly small one like a bathroom, needs to follow a Project Control Cycle  because one small deviation can have a significant impact on the progress of the work.

Here is a more detailed explanation for each of the Project Control Cycle components.

Set Initial Goals

The first task in the project cycle is to set goals for each of the activities. This step needs to be completed before the job is awarded to the contractor to do the work.  Many of the goals you are required to identify are the project pricing, materials selected, and the completion of the contract documents such as the detailed working drawings, scope of work and specifications.

The pricing allows you to arrive at an initial cost for the project. The working drawings, scope of work, and specifications identify who is going to do the work, where it’s going to be done, what materials are to be used, and how long the project will take. Simply put, the budget for the construction should not exceed the costs anticipated in the estimate nor can the time planned in a schedule exceed the number of days permitted.

Why? Under the terms of the contract, expectations for the budget and schedule are clearly disclosed.

It is important these initial goals are established and agreed to in writing before any work starts. Knowing what these goals are allows you to measure the project’s progress enabling you to address issues in a proactive rather than a reactive manner. So if your scope of work outlines a task needs to be completed in 1 day, and 3 days later the task is still not complete, the damage this delay causes to the project becomes extremely evident, especially if it’s the early stages, such as the site preparation activity.

Establish Job Plans

Establishing your project’s Job Plan is a three step process.  

First, the job is broken down into its composite parts or activities.  

The second step is to plan and optimize the activity for maximum efficiency.  For example, some of the activities may be Site Preparation, Demolition, Mechanical Rough-in, Framing, etc..

Lastly, with the activities identified, these are then strung together in a realistic order of work.  This order of work is converted into a diagram and calculations are applied to determine at what time and on what dates the activity should take place.  

The result is a plan you can use as a guide for all of those involved with building the job. The job plan is used to effectively cope with the inevitable changes that will occur.

Monitor Progress

Monitoring progress of the project is a two step process.  

The first part is carried out on the job site at regular intervals and involves monitoring the actual events occurring. This may happen once or twice a day, typically being at the beginning and half way through the day.  The purpose of this monitoring activity is to determine who is on site and/or confirm if the materials have arrived or are available for the work scheduled.

The information gathered from the monitoring activity is compared to the working drawings to confirm the work is being done to meet the design developed. The specifications are consulted to ensure the correct materials delivered are those purchased. Jobsite health and safety practices and standards are important, and the trades doing the work are observed to confirm they are meeting those standards.

The second step of the process is to monitor the schedule, or schedule monitoring as it’s called, and this is done on an activity by activity basis to measure if: the work starts on time, is performed within the time allocated, and is completed according to the schedule.  Schedule monitoring is done at all stages of construction, from set-up to the final cleaning. This includes the performance of all of the required inspections too.

I Hate Mice

I hate mice.  

I mean, I really, really, really hate mice.  Rodents of any kind that want to live in my house, uninvited, are near the top of my list of things to hate.

What tops off my list of things to hate are dumb contractors, or people who are dumb enough to think they are contractors.  Dumb contractors are a mouse's best friend.

Why? Because the lack of attention and the sheer idiocy exhibited by dumb contractors is taken advantage of by mice.

Have a dumb contractor build your home and mice will surely follow.  They are the piped piper of furry scuttling feet running around in your attic or walls.

That's all I have to say for today.

I may hate mice, but dumb contractors top my list.

Finishing Your Basement

Back in April I wrote about the dangers of finishing your basement - the wrong way. Moisture, or water, was the culprit I said, and you needed to ensure you had bulk water management systems in place before doing anything.  Evaluate before you renovate, was and still is my message.

I also mentioned there were solutions out there and all you had to do was find the right person to ask. Well, since I've written that article I've been asked what the right way to do things is.  That means I'm the go-to guy for this type of information, so here is what you need to do to create a healthy basement.

Insulated Wood Frame Walls Need Two Sides to Dry Out

 

A typical method used to insulate basement walls is to build a wood frame wall, leave a 1 inch air space between the wood studs and the concrete wall, fill the stud bays with fiberglass batt type insulation, and then cover the interior side of the assembly with a sheet of 6 mil polyethylene vapour barrier. With the plastic sheet installed on the warm side of the wall, this limits the wall to only being able to dry out towards the exterior. 
 
Since basement walls are unable to dry out towards the exterior because the ground is damp, and with the tight film of plastic preventing walls from drying out towards the interior, the result is the small amount of water that does make its way into the foundation walls moves into the framed wall and stays there, trapped.

The Better Way to Finish

The better way to finish your basement is to create a wall and/or floor assembly that enables the walls and floor to breath. Using permeable materials allows moisture to travel through them and this helps both the foundation walls and/or floor slab to dry out. The excess water vapour is managed by using a dehumidifier. To construct wall and floor assemblies that help damp concrete to dry out will require you to use vapour-permeable materials like EPS for insulation, latex for paint, and cork for flooring, for example.

All of these finishes allow water to move through them. Although it’s impossible to keep your foundation and floor slab from getting wet because they are in contact with the ground, using a wall and floor assembly that allows the walls and/or floor to dry out is the better solution.

A Final Word Of Warning

A more common water issue impacting homeowners in developed areas in both the US and Canada is urban flooding. Paul Kovacs, executive director at the insurance industry's Institute for Catastrophic Loss Reduction, points out that, according to his research, basement flooding has emerged as one of the fastest growing causes of losses and extreme damage in Canada, costing $2 billion just in direct insurance payments annually. You can read the full study here in Urban Flooding in Canada.
 
The Center For Neighbourhood Technology in the United States has published a case study on the Prevalence and Cost of Urban Flooding in Cook County, IL, and say “the economic and social consequences can be considerable: experts estimate that wet basements decrease property values by 10 - 25 percent.” For a home with an appraised value of $300,000 that’s a monetary loss of $30K to $75K.
 
So before you decide to finish your basement make sure your bulk water management systems in place work, understand the risks associated with flooding, and when making your finish material selections, chose permeable finishes that breath so things dry out when they get moist.
 

Why You Should Not Buy That House

Would I Buy That House?

Ok, I wrote a post to let you know if you were asking yourself the question  "Should you buy that house?" there was help available.

Here I am going to describe some common scenarios some of my investigations uncovered. My advice, you don't buy that house, or if you do want to make an offer, you need to factor in the risk of owning a non-compliant, damaged, or failing home because of the following reasons.

Location, location, location and your emotions aside, your decision to ignore the "tells" of a property may be very costly.

Encroachment

Take a look at this property.  The setbacks for the rear yard are indicated in red, the exterior side yard in tan, the front yard is yellow, and the interior side yard is blue.  The outline of the house is in dark brown.

The only setback not impacted by the location of the existing structure is the front yard.  Adding to the complication of this scenario is the detached garage owned by the neighbour towards the rear of the property. Their garage encroaches onto the property.

If you wanted to add to or modify the house, there would be a great deal of non-conforming issues impacting your ability to develop a plan or design easily. The cost to address the existing issues would probably be equivalent to building a new home.

The only reason to buy this property would be to demolish the existing house and start new, and build within the available allowable area defined by the setbacks.

Would I buy this house to live in?

I would, but the offer would just be for the value of the lot.

Foundation

The foundation of this home has been so neglected and plagued by water issues over the years, it's starting to fail.  You can trace how the water flows along the outside of the foundation wall with the wettest area located at the window for some strange reason.

The damp conditions in the basement would make it unsafe to store anything down there since it would just become smelly and rot - perfect mold food. The moisture problems plaguing this home's foundation make it a serious risk to both the occupant's and home's health.

To fix this problem properly would require the demolition and replacement of the foundation at a cost of nearly $120K CAD.

Don't get me started on the rusty cast iron downspout or the wooden floor joists embedded in the concrete foundation wall either.

Would I buy this house to live in? No, but I would buy for the value of the lot only.

Structural Issues

There are some really weird structural issues out there.  Check this interesting scenario out.  What attracted my attention to the "beam" were a few things.  The first was it was bare, meaning unprimed, then there was the missing lateral support, and finally the rather odd shape to it too.

Upon closer inspection I was surprised to discover the "beam" was not your typical web and flange style configuration, instead the thing I was looking at was a salvaged train rail.

Then there is the questionable floor framing in the background for the stair opening.

This house had a great deal going for it, until you took the time to look at it just a little closer.

If I were to go ahead and renovate the basement later and have an inspection performed, as the owner I would be liable for the costs involved in making the floor structure compliant, and you can bet the pads for the posts are not adequately sized either.

This would be too risky a proposition for me unless, of course, the offer made discounted the risk I would be assuming as the owner.

Would I buy this house? Maybe, but there would be a big write-down in price because of the non-compliant framing and use of a non-approved building material.

Buyer Beware

These are just three examples of different houses with very big yet different issues.  If you are looking to purchase a property, be aware that the charm and uniqueness of the building also may also have its fair share of challenges and encumbrances too.

Before making an offer, determine the risk associated with the non-compliant work or failing infrastructure. 

If you are unsure what the risks are, then ask someone, like me, to help you find them.

Your Project's Scope Of Work

A project's Scope of Work has often been mentioned in my discussions and you may be asking yourself "Just what, exactly, is a Scope of Work and how it can help me with my project?"

You may also be wondering how big does a project need to be for a Scope of Work? Does the Scope of Work apply to really massive jobs as well as small jobs, like installing a new light fixture for example?

You bet it does. 

The Scope of Work concept is quite simple. It's used to accurately describe:

• Who is responsible for what work
• How will the work be done
• What is the work
• When is the work finished
• How will you measure the work's completeness

Most people have the strange concept that any contractor given a set of drawings or project will approach the work in essentially the same way to create the desired result.  This couldn't be further from the truth.

If you're a contractor you're probably thinking, "I don't have time to write out a Scope of Work for every project I bid on!"

You know what? You're right.  The responsibility for creating the Scope of Work rests with the owner of the project.

So how do you convince the project owner they need to provide you with a Scope of Work before you invest the time and effort to price out a project?  I mean, the typical homeowner is probably thinking the Free Estimate is a pretty good deal right about now.

No hassle, pick up the phone, call, someone comes over, and then a few days later appears with a polished proposal.  Who needs a Scope of Work?  Want the job, give me your price.

Well, times are changing, fortunately, and more homeowners are now beginning to understand the difference "quality" makes, and it all starts with the project documentation prepared for the project.

What A Scope of Work Describes

Imagine, as a homeowner, or a contractor, you have the means to describe milestones, reports, deliverables, and end products for every phase and aspect of the project. If there is a dispute about the trade not performing to speed, it's because that speed was defined and identified prior to.  If the documentation says the agreed to crew size is one lead carpenter, an apprentice, and a laborer and just the carpenter shows up Day 1, as the customer and contractor you know your project's milestones are not going to be met.

If you're a contractor, the days of yelling into your phone, throwing your hard hat around, and being an ass and expecting an increase in performance as a result of your temper tantrum are over.  Same goes for you, the homeowner, who's hired on trades to do the work.  You can change the rules and demand more but understand this, the expectation is everyone has to agree to the change, how to implement the change, and what the impact is on the project in terms of compensation, deliverables, and milestones.

What A Scope Of Work Includes

So, what should a complete Scope of Work include?

These are the recommended components:

• Glossary
• Problem Statement
• Goals of the Agreement
• Deliverables
• Administration
• Timelines

Kia Ricchi, a Blogger for Fine Homebuilding wrote an article about how to Create A Scope Of Work. Some of Kia's points "are the description is accurate, detailed, and includes all the work and materials you will provide. Excluded items and additional work that the homeowner might assume to be included should also be noted.  In summary, a good scope of work should tell a prospective client exactly what is, and what is not, included in your bid."

Read more at: http://www.finehomebuilding.com/item/17971/create-a-scope-of-work#ixzz2yz4349Sz and be sure to check out my comment under my username misturfyxit. The comments made by me and others back in 2011 are still as valid then as they are today.

Who Prepares the Scope of Work

If you're the project owner, it's your responsibility to prepare the Scope of Work. The problem is, the typical homeowner is unaware of how to prepare a Scope of Work or who they need to talk to do so.  If you're replacing light fixtures, building a deck, or a new home, the Scope of Work varies, as does the expertise needed.

The question now becomes, who do you get to write your Scope of Work? Are there resources out there for you to use?

Fortunately, the resources are out there.  It's just a matter of getting them to all mesh together.

How Accurate Is My Quote?

You've all learned why the Free Estimate needs to die.

With the Free Estimate gone, what fills the void vacated by all that Free Estimate foolishness?

A Quote or Price for the Project, that's what.

So what's the difference between a Free Estimate and an price or quote?

Well, to start with, creating a Price or Quote for a project requires you to work with someone who will spend time, use their expertise and understanding to assess the risks and challenges, and then determine the material and labor requirements required to make your project a success.  

Most customers are unaware of what the project costs are and would like to have the flexibility to adjust the scope so they can control the cost. Being able to move markers as the design progresses eliminates a condition called "Over Design" which occurs when the designer creates a product the customer is unable to afford.  

So how do you do that?  Price your project at intervals as the design process for your project matures.

Processes And Pricing

Your project documentation is used to define, clarify, and describe your project's scope, material requirements, and configuration.  Development of your project's documentation is a four step process and looks like this:

• Concept
• Schematic
• Design
• Construction Documents

You can have your project priced at each of these intervals realizing the accuracy of the pricing provided reflects the accuracy of the documentation provided for the stage of the process priced.

Process Pricing

To help you understand what I mean, refer to the Process Pricing image. The darker the color, the more precise the pricing provided.

For example, because more than one CONCEPT is prepared for your project, the prices here vary the most. Materials are guessed at as well as the scale and scope of the work. 

As you move from the CONCEPT to the SCHEMATIC, the pricing tightens up more as the scale and scope of the project become more defined.  Room sizes are known, some material decisions are made, and the location and size of doors and windows are provided.

The DESIGN stage of the process is quite a bit more accurate because you have cabinet layouts shown, flooring types identified, and elements such as trim and door style identified. (It's at this stage you typically sign a contract with a Design-Build firm to build your project)

The COMPLETED DOCUMENTATION process provides you with the more accurate pricing levels of all the processes because everything is specified, including how the work is to be performed. (It's a this stage where all the Change Orders are issued, before the project begins).

As you can see, as the your project's construction documentation increases in its level of detail, ambiguity, assumptions, and unknowns are removed. The accuracy of your pricing is directly tied into the completeness of the documentation you provide.

Free Estimates Need To Die

Free Estimates suck.

You want to know why? Because the scope, specifications, and other items associated with the project are unknown, and because these are unknown, the ability to price out the project is unknown too.

All around, the Free Estimate is a waste of time for you, your customer, and makes us all look like nincompoops too.

So what needs to be done to fix this?

Believe it or not, I have an idea.  It's a pretty simple fix too.

First, Free Estimates need to die, and the people advocating their reps to give them shown the door to someplace else. Pretty easy fix, if you ask me.

Information As An Image

Think of the information exchanged between you and the customer as an image.  In order for either of you to have the foggiest idea of what it is you are looking at, the image needs to be clear, focused, illuminated, have context, and be viewed from the right distance or perspective.

Let's take a simple project (and I'm not going to let you know what it is either) to show you what I mean.

First, we have the initial call.

First Information Exchange

Something is being described here and the focus is somewhat customer centric.  I want you to give me, this, that, and another thing, you to be here on Saturday afternoon at 2:00 PM because blah, blah, blah.  This conversation is going nowhere fast. Usually the Free Estimate thing is brought up. Now try to describe what this project is all about, and give me a price to boot.

The Conversation Continues

Things are getting a bit more clearer and you're both beginning to share information about what it is you're talking about.  There's still quite a bit of fog and stuff going on here so to help "educate" you, the client demands you come out to "see" what it is they're talking about. Oh, and maybe you can give me some design ideas while we talk about the Free Estimate? Right?

The Conversation Continues Some More

The project still lacks scope, focus, context, is not clear in its intent, and although the customer may feel this one wee image contains all the information needed to give them a Free Estimate, a detail doesn't define a project.

If you're a customer, your first step is to hire the right professionals to help you bring your project into a focused image. This will require you to spend time working on defining, creating, and clearly illuminating the project's scope and specifications so anyone can easily understand what it is you want to do.

What The Customer Was Talking About