Project Management Services

From concept, initial design development and initiation, through to planning, construction and final deliverance of the end product we can meet all your project management needs. We utilise our extensive range of skills, experience, tools and expertise to ensure both client and project goals are met and exceeded. Our project managers work within time, cost and deliverable parameters to ensure every element is tailored to each specific project to produce a successful outcome for our clients.

Project management is the practice of initiating, planning, executing, controlling and closing the work of a team to achieve specific project objectives within agreed parameters. The primary challenge of project management is to achieve all of the project objectives / requirements / goals within the agreed project constraints with time, cost and quality generally considered the project’s fundamental constraints.

A key factor that distinguishes project management from just ‘management’ is that projects have a finite timespan, unlike management which is an ongoing process. Because of this a project professional needs to utilise a wide range of skills, knowledge, tools, experience, deliverables, people management techniques, soft skills and good business awareness to successfully manage a project.

The Project Management Body of Knowledge (PMBOK) states that there are nine elements of project management. At TPS we adapt these nine elements to tailor each element to address our client’s requirements.

Project Integration Management: is the over-arching management of the other eight elements from the initial project contact to developing project framework and project plans to closing out the project.
Scope Management: understanding the scope is often a challenge and defining that scope of works requires the soft skills TPS is well-known as having. Obtaining briefs from our clients to ensure we ask the right questions assists TPS in defining that scope back to the client for their approval. Once the scope is approved, TPS manages the process of delivering on that scope and managing any changes throughout the duration of the project.
Time Management: relates to the master planning and detailed planning of the project. Based on our extensive industry experience TPS defines the activities and project milestones that need to be completed as part of the project and determines the time frame in which activities should be completed. All activities from client reviews to statutory approvals and construction time frames are included. After the time frame is agreed TPS manages and tracks the program to ensure the project is tracking as per schedule.
Cost Management: relates to everything cost related with the project to maximise the value for the client. TPS has assisted in drafting briefing notes to obtaining funding as well as forecasting costs and managing the costs associated with a project. TPS reviews and assesses every claim / variation for compliance against scope and contract before drafting a recommendation for the client’s approval.
Quality Management: is all about the deliverables of a project to ensure they achieve the project’s agreed scope of works to meet the overall project objectives. TPS has a hands-on approach to ensure the quality is clearly defined at the commencement of a project right through to controlling the quality from design development to construction to hand-over.
Human Resource Management: projects require people to develop and construct them. Putting the right team in place to carry out the design and construction of the project is critical to the success of the project. TPS’ adeptness to use the soft skills learnt through thousands of man hours leading and motivating teams from multiple disciplines to manage challenging teams and / or individuals allows TPS to get the most from them to benefit the project.
Communication Management: is essential for a successful project. TPS establishes communication plans at the beginning of a project and identifies key stakeholders and the level of information they require throughout the project. TPS understands there is a time for an email and there is a time for a phone call, coffee catch-up or meeting, which will be beneficial to the successful outcome of the project. Ensuring that everyone has the right information at the right time is the key for effective and efficient communication.
Risk Management: is not only the adverse elements that may impact a project; it also includes the opportunities that evolve as part of the project. With over 80 combined years TPS has in-depth understanding of the construction industry over multi-faceted projects within both the government and private sectors. TPS can identify the risks associated with a project and look at ways to measure and mitigate risks to ensure the risk rating is understood, monitored and managed to reduce the overall project risk.
Procurement Management: is the purchasing of goods and services to deliver the project. There are many ways to procure different elements of a project from open tendering to direct negotiation with government agencies having specific processes that must be followed. TPS has worked for local and state agencies for over 50 years and completely understands this process and associated probity along with the various contracts used within the construction industry. Once the goods and services are purchased TPS administers the contract to ensure the goods and services are delivered as agreed in contract documentation.

Project management is about knowing exactly what your project goals are, how you’re going to achieve them, what resources you’ll need, and how long it will take you to reach that specific goal.

As a client-side project manager, TPS can manage all aspects of a project on your behalf. We ensure our clients are fully informed to make decisions that will achieve their vision.

We can help you turn an idea to realisation by managing the entire process from initial design through to team assembly, consultant scoping, tender supervision, negotiating of agreements and costs. We can also provide much needed advice on build-ability, potential issues, regulations and more. We manage the design throughout the entire process because often the initial concept needs to be adapted and changed as a project takes shape.

Design management is the process of creating a solution to a project brief by taking a client’s requirements and objectives and translating them into an agreed design that a contractor is able to build. Design management not only takes place at the beginning of a project but occurs throughout the life cycle of the project as changes take place.

TPS engages and manages the design team to ensure the client’s requirements / objectives are functional and are sustainable design solutions providing value for money. Designers are encouraged and supported to deliver creative solutions within the project parameters established by our client.

The main tasks of Design Management are to establish a communication plan and collaboration between relevant parties to enable an effective flow of ideas and information.

TPS can assist you with a project by providing efficient design management services including:

Acting as a client’s representative to manage the project’s design outcomes in line with the client’s brief.
Managing the overall design process.
Consultant team assembly including preparation of consultant scope, tender supervision and negotiation of fees and agreements.
Preparation of design in accordance with the project’s procurement strategy.
Providing advice on build-ability issues.

Tender procurement is a vital step within a project’s management and construction. With varying paths to consider, TPS can develop a specifically tailored strategy and manage its execution overseeing the entire process from quotes to negotiations, assessment, legalities and preparation of documentation. Our service covers it all, leaving no stone unturned.

After the tender procurement strategy is determined, TPS will work with a client to develop the scope of works for the service and/or goods being procured and agree on the type of contract to be used. There are a variety of methods to approach the market and conduct the construction tender process. These include:

Call for Registration
Expression of Interest
Request for Information
Request for Quotation
Request for Proposal
Request for Tender

The selection of appropriate tender procurement strategies and contracts requires knowledge of:

Main objectives of, and constraints on, the building project.
Risks that might impact upon or be encountered at each stage in the delivery of the project, and how best to deal with those risks.
Level of complexity of the project.
Key processes and activities that must be performed in delivering the project.
Available procurement strategies and contracts.
There are many different routes by which designers and builders can be procured with the client’s business plan / requirements dictating the procurement strategy.

TPS can develop and manage a project’s procurements strategy including the preparation of tender documents, overseeing the tender process including sending out tender documentation, assessing tenders and completion of tender recommendations, as well as negotiating with potential vendors and/or preferred contractors and assisting in the preparation of contract documentation.

project management tender and procurement

Our proactive hands on approach ensures we have all your contract administration needs covered. We don’t just organise from afar, you’ll also find us on site reviewing, inspecting and liaising to ensure the job is progressing correctly. We have the ability to act as a superintendent, superintendent’s representative and principal’s authorised person. We can assess payment claims, ensure appropriate insurances and warranties are in place, confirm relevant plans and programs have been created and are being monitored, and manage variations, extensions of time and delay costs. We will ensure the contract is being adhered to by all parties and closed out efficiently.

TPS can act as the superintendent, superintendent’s representative or principal’s authorised person depending on the contract that is being administered on behalf of the client.

Our proactive hands-on approach to contract administration commences as early as possible to review and comment on tender documentation and procurement options. TPS assists in tender assessment and contract documentation and administers the contract for the duration of the project until final completion.

TPS will ensure that each contract they administer / manage is considered thoroughly and sourced effectively and that the contractor completes the contract efficiently and effectively. We take a highly proactive stance to the management of variations, extension of time claims and the defects management period. Our team has the knowledge and experience to direct contractors towards simple, cost effective solutions.

Contract administration services offered by TPS include:

Acting as superintendent or principal’s representative ensuring project time frame(s), cost and quality objectives are met.
Preparing contract documents for execution.
Administrating change control procedures.
Seeking instructions from the client in relation to the contract.
Issuing instructions such as variations or extensions of time or site directions.
Assessment of claims.
Chairing construction site meetings.
Preparing and issuing construction progress reports.
Agreeing commissioning and testing procedures.
Agreeing defects reporting procedures.
Ensuring that project documentation is issued to the client.
Issuing certificates of practical completion and interim certificates.
Collating and issuing schedules of defects.
Issuing the certificate of making good defects.
Issuing the final certificate.

It is our depth of experience on-site and organisational culture of thorough documentation that result in successful projects which are completed on time and within budget.

project management services: contract administration

Here at TPS we offer stakeholder coordination and management as part of our services. We identify, analyse, plan and implement specific steps and processes to engage with each respective stakeholder individual or group associated with a project. We work closely with each party to not only develop relationships, but to ensure effective communication channels, conflict resolution and aligned desired outcomes.

Stakeholders are the individuals or groups with an interest in a project because they are impacted by the project in some way from the construction works or by the outcome of the finished product be it directly or indirectly.

Stakeholder engagement is the systematic identification, analysis, planning and implementation of actions designed to engage with stakeholders, and is one of the critical components to the successful delivery of any project.

Project stakeholder management not only involves the identification of stakeholders and analysis of their expectations and influences, but also the development of appropriate strategies to work with the stakeholders and execution of this process throughout a project.

Most projects will have a variety of stakeholders with different, and sometimes competing interests. These individuals and groups can have significant influence over the eventual success or failure of the work.

TPS works to draw out, acknowledge and resolve any differing expectations or requirements at the earliest time, aligning the desired outcomes of various stakeholders without impacting on the project program. Our soft skills encourage innovative, practical solutions that are supported by project stakeholders, and are delivered within time and cost parameters every time.

Communication is key to successful stakeholder engagement. We ensure all parties are kept informed by prioritising the dissemination of information and ensuring lines of communication and levels of accountability are understood by all stakeholders from the very beginning of a project.

It is absolutely vital that defect inspections are a normal part of the lifecycle and process of a project. We don’t just manage new builds; we can assist you to ensure standards are met, workmanship, materials and services are within regulation and considered safe, and of required quality on both new and existing buildings. We will assist you to remediate and rectify where needed according to proper procedures to ensure a project is completed and continues to meet compliance requirements.

A construction defect generally relates to a defect in the design, the workmanship, and/or in the materials or systems used on a project that results in a failure of a component part of a building or structure which can cause damage to person or property, usually resulting in financial harm to the client. TPS can conduct defect inspections throughout construction, on completion, or at any time during a property’s life cycle to identify issues relating to quality, specifications and/or design and provide you with a defect inspection report.

To determine an actual defect requires a detailed inspection to firstly identify the defect and secondly to find the cause of the problem and to provide the right information for remedial works.

TPS’ Defect Inspection Reports include details on structural, major and minor defects, maintenance issues and those items which should be addressed as a matter of urgency due to safety issues.

Apart from listing defects and supplying photographs, the aim of having TPS carry out your defect inspection is to provide details to you on the condition of the property and provide advice as to appropriate remedial / rectification work which should be carried out.

defect inspections, project management services

Project close out might seem simple, but it can be extensive and have a real impact on the overall success of a project. We pride ourselves on proper completion of all projects, reviewing deliverables, closing procurements, ensuring all contractual obligations have been met and transitioning the project to fully operational with the required documents, training and warranties.

Project close out is the handover of a completed project and associated works in line with the project’s original objectives including the closing-out of contractor’s and consultant’s contractual requirements.

Project close-out should be anticipated and planned as early as possible in the project life cycle even though it is often the last major process of a project’s life.

At a high-level, the elements of a project close out include:

Assurance that all the work has been completed as specified.
Agreement that all project management processes have been executed.
Reviewing whether all organisational governance processes have been executed.
Administrative closing of any and all procurements, ensuring that all work on the contract has been completed and that both parties have completed their contractual obligations toward each other.
Formally recognising the completion of a project and its transition to operations.

TPS can assist you to effectively close out a project by managing the above elements as well as:

Ensure the client has been given all the necessary training, tools and documentation as defined in the contract.
Review contracts to ensure that all parties have satisfied their contractual obligations – suppliers have delivered all the products or services required of them and that the organisation has made all pertinent payments. Release bonds, if necessary, and make sure the supplier provides all supplementary deliverables, which may include, but not be limited to product documentation, drawings, warranties, service contracts, lien waivers, and so forth.

The impact of closing out a project can be extensive, both to the project and to the organisation. Failure to conduct a proficient and detailed project close out can potentially put the organisation at a considerable amount of risk and result in significant losses, while also prevent the organisation from realising the anticipated benefits from the deliverables of the project.

In addition to the normal duties associated with construction project management, we can assist you with customised project management services such as providing strategic and technical advice, dispute resolution, acting as an interface and liaison officer, organising and chairing workshops, creating or reviewing documentation, arranging authority approvals, planning works to meet compliance requirements such as fire orders, report drafting, acting as your representative, and preparing, reviewing and evaluating your tender documentation. There are many ways we can customise our service to assist you during your project’s lifecycle.