Engineering Laboratory Project Research Method Progress Report Help
EXECUTIVE SUMMARY
This paper is a progress report on the activities performed so far in the research project. The project is for construction of an Engineering Lab in University of Southern Queensland, and ensuring its sustainability. In the research conducted so far, various important aspects of planning and management of the project have been identified. Some aspects include identifying the user departments, type of usage, number of users, statutory requirements / codes, modern engineering practices, project team structure and budget. Further, the type of data to be collected for building a good project plan has been determined. Interviews and meetings, websites, statutory codes and government publications, and articles are going to be the main sources of data / information. The method of collection of the data, and the broad approach towards collation and analysis has been formulated. The data is being collected, and further action will be taken after obtaining more details. From the research so far, it is clear that there is a lot of ground work to be done before planning. Planning for the project, its execution, and subsequent operations and maintenance is a challenging task. It requires a holistic approach which takes various stakeholders on board.
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INTRODUCTION:
This research project is for understanding the various aspects of successful construction and operation of an Engineering Laboratory in the University of Southern Queensland (USQ). The need for the construction of the laboratory was established in the previous submissions on the project. The lab will serve both the present and the future needs of the various departments of the University. Execution of the project will require meticulous planning. The sustainability of the laboratory will depend on proper operation, maintenance and environment management. This will be based on the design of the lab, and the specifications of materials used to construct the facility. Proper design will help in easy maintenance, better ergonomic atmosphere, and will reduce operation & maintenance costs. Flexible design will ensure easy expansion in the future with minimum disruption of activities. The life cycle of any project comprises of four broad phases, Initiation, Planning, Execution and Closure (Project Management Guidebook 2003). The laboratory construction project is also divided into steps based on these phases. The design considerations have been taken from various literary sources, mainly Watch (2012) and Hes (2007). The data collection methods have been suggested keeping in mind the practical aspects like cost-benefit trade-offs, ethics and ease of collection. This paper attempts to make a sound framework for further work on the project.
ABSTRACT OF RESEARCH PROPOSAL – PROGRESS SO FAR
Overview
The research is focused on exploring the various aspects of creating a new engineering laboratory in the campus of USQ. These aspects include understanding the need for the lab, planning its creation, and ensuring its efficient sustainability.
Need of an Engineering Laboratory
The role of research and experimentation in teaching is well known as many inventions and discoveries have been made by putting theoretical concepts to test. A hypothesis is developed and then tested by experimental methods or through other research techniques to confirm or deny its validity. The results enhance the researcher’s knowledge, and help others to discuss and debate the conclusions. Experiments help in better quality research and generate records for future explorations. Modern engineering labs offer numerous techniques to make the research more efficient and productive. Standard testing apparatus for various streams of Engineering can help speed up the research, and help in saving time and money. Modern facilities are more ergonomically designed, and the better utilization of space reduces the pressure on the resources. Thus, the new research lab will benefit both the students and the University in saving money. Lab facilities will also increases the scope of collaboration with other scholars and help in attracting better talent to the institution.
Planning – Basics
The planning of a lab requires an understanding of simple matters like how big it should be, to complex ones like how to design it in order to ensure optimal utilization of resources / ergonomic propriety etc. Important issues like professional project management to complete the project on time, safe and efficient operations, reduction and management of waste from the lab, scope for future improvements / renovations with minimum disruption etc. have to be considered. Optimal utilization of the resources during planning / implementation, and long term sustainability is achievable only if all matters are considered at the conceptualization stage. The lab cannot be considered in isolation, and has to be considered as an important part of the University. The decisions related to the location, size and users of the lab have to be taken in consultation with the other departments which may or may not be a part of the project team. The discussions will help in getting the requirements of all departments, which will help in understanding which machines and equipment should be procured and placed in the lab. The space requirement and layout / design of the lab will be estimated. The operation and maintenance plan will help incorporate the related requirements (e.g. service shafts etc.) in the design.
Project Team / Communication
Establishing an empowered team for planning and executing the project is extremely important. All members need to have the expertise and the authority to take proper decisions. This ensures that the decisions are in the interest of efficient planning and implementation, and there are no procedural or approval issues that may cause delay. There may be a need to hire a consultant or to appoint a project manager at the initial stages so that the entire project is planned professionally. A consultant can help in understanding the latest developments at the marketplace, and ensuring that the best design concepts and materials are considered for the project. This will ensure that the latest advancements in the civil, electrical, Heating Ventilation and Air Conditioning (HVAC) systems, fire prevention, management system, security systems etc. are leveraged for the benefit of the students and the University. The consultant or a project manager will ensure that the design is integrated, and all concerned, for example the architects, engineers, contractors, administrative decision makers etc., are on the same page. This will help avoid coordination issues. The material / stores required for the running of various wings of the laboratory also needs to be estimated in consultation with the faculty members to understand the operational expenses.
Sustainability
Sustainability of the laboratory will depend a lot on how well it is conceptualized. The number of type of users, types of machines / equipment, optimization of the running expenses, ease of renovations, security, safety, environment management etc. will depend on how well it is planned.
PROJECT PLANNING & MANAGEMENT
The planning & management of the Engineering Laboratory project will involve deliberations and decisions on various aspects. The construction of the building, making it operational and maintaining / sustaining it will be considered at this stage. An outline of the project has been given in the previous submissions. The basic steps required in planning and management are detailed in this paper.
Initiation phase
- Determining the user departments and obtaining their requirements:
At this crucial stage, the Head of the University may call a meeting of various Heads of Departments to determine their requirements from the lab. The meeting will help in determining the urgency of setting up the lab, and will give an idea about the space requirement, machines / equipment to be procured etc.
- Grant of an in-principle approval of the project at a kick-off meeting:
An in-principle decision to establish the Engineering Laboratory will need to be taken at the highest level. For this, a rough cost estimate of the project may be prepared based on the thumb-rule costing of similar buildings. Help of experienced faculty, and the institutions who have constructed labs in the past can be taken. Independent surveys may be conducted on the internet to check the approximate costs of such projects. The recent tenders for such projects may also be seen to get an idea about the cost. A more accurate estimate can be prepared later after finalizing the design, specifications and the lab equipment etc. A basic project proposal justifying the need, facilities and the rough cost will be presented to the appropriate body for the approval. The head of the University or the appropriate authority, will nominate a project Director. The Director will take necessary steps and prepare a detailed project budget and plan for approval. This Official will be in-charge for all matters from the inception to the close.
- Creation of a Project Team:
A project organization structure may be created by the Director. The team will have Administrative & Technical positions. A key member of the project will be the Project Manager who will be responsible for planning and execution on the project. It is recommended that a project management consultancy firm be hired, and the project manager may be an employee of that firm. The qualifications of the consultant may be decided, and should necessarily require the firm to have experience in planning and implementing a similar project. A contract document, containing the scope of work and the deliverable reports etc. may be designed to ensure that the duties and responsibilities of the consultant are clear ab-initio. The Consultancy firm will also have an architect and a site engineer to provide the drawings and services. In addition the firm will be required to provide technical support, monitor the work of the contractors / project progress and exercise control. The consultant may be hired based on the established procedures of the University.
The Director may appoint a small 2-3 member team of faculty members / other experts available in the University to monitor the work of the consultancy firm in managing the project. A reporting system may be designed and developed to monitor the work of the consultant. This will ensure that the project is on track. This Expert Team (ET) from the University may be provided secretarial support. Other members of the team, may be appointed as the project progresses. Finance expert may be appointed to ensure that the payments are within budget, made after following the established procedures, and are on time. Apart from this, a quality audit team may be established to conduct independent test audit from time to time at the execution stage. Thus, the project team will comprise of only a few members, and the work of planning and execution will be outsourced to the consultant. This is because there may not be dedicated staff in the University to do this job. However, monitoring of the project / consultant’s efficiency and effectiveness will be the most crucial aspect to ensure that the project is implemented properly. The ET will be made responsible for this. The team will be the “Project Manager” from the University’s side. The Director, being a very high level officer, may not find time to get into the details, and the ET will be his eyes and ears. The ET will seek approvals from the Director. The Director may consult other members of the team before granting approval.
- Establishment of the processes:
The Director will take the help of the consultancy firm and the project team to establish decision making procedures, financial powers, payment procedures etc. This will help establish decision making and communication channels. The decision making has to be collaborative, and should mostly be done in team meetings. A schedule of all the planning activities may be prepared at this stage by the team.
Planning phase
- Determining the size of the laboratory and deciding on the location:
The consultant may be asked to estimate the size of the laboratory (in square meters / number of floors etc.) and to survey the best location for the lab within the campus. Like all other planning decisions, the consultant will suggest a few options to the project team at a meeting to finalize the location. Decision on the location will be taken based on various factors including feasibility of construction (soil, route for bringing in material / water to site, provision of electricity etc.), proximity to the departments, disturbance that may be caused during construction (dust, noise etc.), environment impact, safety of students / staff, aesthetics etc. It is possible that the ideal location or the plot size may not be available, hence there may be some trade-offs involved.
- Establishing the deliverables:
Once the size of the lab is decided, the consultant may be asked to prepare a scope document which will lay down the deliverables. The deliverable will include the conceptual design, final design and the construction and operationalization of the lab. The number of halls, washrooms, faculty rooms, type of research (open or closed / dry or wet) etc. may be discussed by the team. Rough cost estimate may be kept in mind, and fine-tuned slightly at this stage. A risk plan / insurance plan and a quality plan may also be prepared.
- Conceptual design: First draft Architectural design / specifications of the laboratory (building and services)
The consultant will be required to conceptualize the designs for the building and the systems / equipment / furniture / fixtures (based on suitable alternatives), and prepare site plan, layout of floors, drawings related to the firefighting systems, electrical, HVAC systems, furniture layout etc. The specifications will be prepared and suggested by him keeping the environmental impact and the budget in mind. The design will consider the running and maintenance activities required to sustain the lab in the long term. Both specification and design should consider making the lab a “green” and energy efficient building. A broad outline of the major works required to complete the project will also be submitted along with the schedule. Inputs may be taken from the ET for the operational cost of the lab. This will help to determine the overall cost and realistic time expected for the completion of the project.
