Case Study to Baseline

Plan
Antony Sheil C77221283
Existing Property Proposed Property

Case Study- Technical

• Demolition of existing detached

garage to facilitate the proposed
extension.

• Alterations internally to suit student

accommodation – breaking through
existing walls to construct new access
points into extension.

• Construction of extension to create

additional space upstairs for a
bedroom to let out to students to
create a revenue

• Brick and external white render finish

to tie in with the aesthetics of the rest
of the property due to planning
constraints.

• Alteration of existing driveway,

reduce front garden size by 50% and
block pave to accommodate an
additional two parking spaces.

• Utilisation of good thermal efficient

materials to reduce maintenance cost
in the long term.

• Slightly amending the design to

improve internal head room of both
downstairs / upstairs bedrooms by
tying into existing roof at roof level.
Amending the proposed design of a
garage into an additional bedroom for
increase in rented students.
Existing Property Proposed Property

Case Study- Overall • Sheil management consultants have

been appointed by Leeds Beckett
university and a potential landlord to
address the lack of student
accommodation problems and assist
the landlord during construction and
refurb of an existing property. Sheil
Management Consultants will work
for both the University and the
Landlords to ensure every angle has
been addressed.

• Leeds Beckett University are losing

out the potential for additional
students on an international basis due
to the lack of student accommodation.
Leeds Beckett are operating at 75% of
their sustainable output with regards
to delivering top quality education.

• The proposed extension to facilitate

additional housing for international
students attending Leeds Beckett
University.

• The feasibility for a landlord to

complete the works, risks associated
with the project both technical and
commercially minded.

• The benefits to the project – Leeds

Beckett securing additional students
and the landlord acquiring an
additional income.

• Location of project – is the project in

a suitable location for the students?

• Access and Egress - both for the

students to access their property /
university easily and during
construction.
Problem Definition V1

• This problem is focused on the

affects towards Leeds Beckett
University and the Potential
Landlord.
• Problem is aimed at the potential
impact before a landlord has been
considered as well as afterwards.
• Construction problems to be
further addressed at a later stage
after feasibility of the project is
considered.
• Risks of this feasibility to be
compiled into a risk log and
suitability scored.
 Risk Matrix

• The matrix shows the risk to both the university for the project and the landlord at the early stage.

• The initial risks for the university far outweigh the ones of the landlord and therefore further discussions required to mitigate the risks and reduce.
Problem Definition V2

• After the initial problem has been

identified, an additional problem
has arisen for the landlord with
regards to financial, construction
and planning.

• Cashflow and duration of works

required to suitably considered if
the project is feasible in its current
state of play.
Risk Matrix V1
 Cashflow – landlord

• Initially, Landlord is making money in the first month of purchase due to the cash injection incentive from the university however, will have to inject money into the project in month 2 due to the refurbishment and extension
works.

• Landlord will start to make profit in month 12 after the initial outlay of costs are absorbed.

• Landlord will be at risk between month 2-11 and may need to sort a private investor.
• Initial Draft Project
Programme shows a duration
of 64 days from 23/10/20 to
20/01/21.
• Provisional period for
planning added.
• Further programme to be
created showing base line,
critical path and resources
once project definition has
been discussed.
Project Definition V1
Business Value Case

• Business value case

showing the benefits
and costs to the
project from the
university and
landlords perspective.

• Benefits to the project

outweigh the costs
therefore showing the
project is feasible and
should go ahead.
 Risk Matrix V2

• Highest risk for University is the loss of students – the reason for this case study due to the impact it would have on the income. The action addressed reduces the risk score down to a sustainable point and increases the chance
of the university to succeed.

• The joint highest risk for the university is the reputation – if the university has a bad reputation worldwide, it will have a negative impact on international students wishing to join. The action noted reduces the risk and upholds
the universities reputation. If the project is successful, the reputation of the university will increase.

• The risk for the university of the landlord unable to pay, links to the risk of the landlord and going bankrupt. However, it is to be noted that this risk is far more for the landlord than the university therefore the actions noted are
needed to safeguard both parties.
 Risk Matrix V2 (continued)

• The rest of the risks are relatively small for the landlord but can still be substantial. The risks to changes of design are still high due to planning approval and costs associated with this can be crushing for the landlord on a tight
budget.

• Suitable actions for these redesigns have been noted and each in turn reduce the risk to the landlord.
 Cashflow – Actual

• Landlord has managed to obtain a better mortgage rate of 2.20% in which has helped balance out and reduce the risks associated with the initial outlay.

• However, unforeseen problems have included additional costs but the increased mortgage lending has helped to reduce the risk to the landlord.

• Costs missed at planning stage of the cashflow have now been included.

• Overall risk to landlord has decreased and landlord benefits from the project in September rather than December as planned.

• Graph shows the difference between planned and actual – visual representation of the project working in favour to the landlord.
 Programme of works

Starting off the programme of works with

individual work packages

Adding all the processes required under

each individual work package however, at
this stage, the estimated durations have not
yet been set.
Programme of works- Continued

Duration estimates
for each process
have now been
added, giving a
base to start linking
the tasks together.
Each work package
has its only start
and finish
milestone.
Programme of works- Continued

Tasks within each

work package have
been linked
together by holding
and dragging to
create a link to the
next task. Some
tasks have been
given a -0.5 lag to
show that the works
can commence part
way through the
original task.
Programme of works- Continued

Tasks between work

packages have been
linked together by
holding and dragging
to create a link to the
next task.
Some tasks have been
linked to the end of a
different task to show
they can commence
straight afterwards.
Externals has been
linked to the end of
2nd fix joinery, this
allows materials to be
stored on site on the
drive for the internal
fit out.
Programme of works- Continued

Formatted to reveal
the critical path.
Section 278 notice
forms part of the
critical path due to
alterations to drive
crossing unable to
commence until
notice is received.
However, critical path
should run through
the full project
therefore, linking
section 278 notice to
the production of
drawings will be
required before
finalised programme.
Programme of works- Continued

Formatted to reveal
the float available
within the tasks
(slack) with critical
path still to be
amended.
Programme of works- Continued

Work resources added for

the various tasks
throughout the programme.
Resource conflicting
showing due to over
allocation of resources.
This is mainly due to the
builders gang only being 1
person within the
programme therefore this
needs to change.
Over allocated report

This report is generated

automatically to show the
overallocated resources
and the dates in which this
occurs. It is accessible
through clicking report,
resources and
overallocated report.
Programme of works- Continued

Programme now
shows the project base
line in the tracking
gantt view with critical
path still to be
amended.
Programme of works- Continued

When attempting to
level the resources
within available slack
(smoothing), the
programme duration
has slipped from the
baseline as shown
however, it was not
possible to smooth all
resources therefore
some are unchanged
and a warning box
appeared in which
notes the tasks that
cannot be smoothed.
Over allocated report after smoothing

You can see that the

smoothing has changed the
report slightly however,
overallocation of some
tasks are still present.
Programme of works- Continued

Once levelled without

levelling within
available slack, the
programme amends and
makes changes to the
other tasks that could
not be smoothed. On
this, you can now see
more slippages from the
baseline as well as a
split resource in which
needs to be amended.
The resource conflicts
have now all
disappeared from the
tasks and the
programme works with
the resources currently
allocated.
Over allocated report after levelling

After the programme has

been levelled, looking at
the overallocated resources
report again, you can see
that the levelling has
removed any conflicts
within the programme.
Programme of works- Continued

To fix the split

resources, it is proposed
the builders gang would
be 2 people therefore, I
have selected the
resources sheet and
changed the max
percentage to 200% to
symbolize that it is a 2
man gang. Upon
revisiting the
programme and moving
the split resource back,
this has fixed the
problem without
notifying of any
conflicts and maintained
the same duration
Programme of works- Finalised

The finalised
programme showing
no conflicts and all
tasks and work
packages correctly
linked with critical
path now showing
throughout project.
Re-baselined for
construction use.
Split over two pages
for better viewing.
Programme of works- Finalised continued
 Reflective Learning Notes
• The main reading document that I found useful was the Team Facilitation Through Visuals by Davis
et al 2020. This paper helped me to understands that a person can visualise something and engage in
planning much sooner if they are presented with pictorial representation of what they are required to
do. This can be used within the management of a project through the case study to business plan
document. This powerpoint presentation would be beneficial to a project manager and any person
involved as it would help visualise the project and highlight key factors surrounding the risks and
costs associated much quicker than with no pictoral viewing.
• After watching the Microsoft Projects video by John Heathcote, I have learned how to use Microsoft
Projects and successfully created a programme of works correctly in which provides vital information
for this case study.
• I have learned how to think “outside the box” when looking at different construction projects,
thinking about the project as a whole and not just technically. This relates to cost, time management,
site layout, health and safety, technicalities.
• Learned about risk matrices, cash flows and problem / project definitions and how these are vital
pieces of information when starting to think about a new project.