COLLABORATION A D COMMUNICATION OF PROJECT TEAM IN PWD

WEB BA ED PROJECT MO ITORING SYSTEM

REDZ J\N BIN JAAFAR

A capstone project report submitted in partial fulfilment of the

requirement for the award ofthe degree of

Master of Project Management

Faculty of Civil Engineering

nivcrsiti Teknologi Malaysia

DISEMBER 2010

ABSTRACT

Collaboration and communication among project teams are essential for web

based project monitoring system to generate real time reports. Up to date information

can overcome potential problems that will affect project target. Public Works

Department of Malaysia (PWD) has been using its web based system ( hich i

known as SKALA) to generate real time reporting for project monitoring. KALA

reporting system depend on the accuracy of data input by project team members.

Lagging of real time data input at any event will produce inaccurate project

reporting. This study emphasized on the collaboration technology that can facilitate

real time data capturing into KALA from collaborative working among project

team members. The research methodology comprised literature revie data

collection and analysis. Data collection was based on survey questionnaires which

were distributed randomly among PWD s project teams. Statistical method such as

Frequency Analysis, Average Index and Kruskal Wallis were used to anal e the

data collected. Finally the result of this study has identified various factor for

SKALA improvements -.: ith regard to project teams ' collaboration and

communication. This will assist PWD to implement, manage and monitor all its

projects in a timely manner in order to take prompt action .

ABSTRAK

Kolaborasi dan komunikasi di antara pasukan projek adalah sangat penting

untuk sesuatu sistem pemantauan projek yang berasaskan web bagi menghasilkan

laporan secara masa sebenar. Maklumat terkini mengenai status projek akan dapat

mengatasi berlakunya poten i ang akan menjejaskan sa aran projek . Jabatan Kerja

Raya Malaysia (JKR) telah menggunakan sistem pemantauan yang berasaskan web

(yang dikenali sebagai KALA) untuk menghasilkan laporan projek secara rna a

sebenar. Sistem pelaporan SKAL sangat bergantung pada ketepatan masa

kemasukan data oleh ahli-ahli pa ukan projek JKR. Sekiranya berlaku penangguhan

kemasukan data ke dalam Sistem SKALA, ianya akan mengakibatkan penjanaan

laporan projek yang tidak tcpat. Kajian ini menekankan kepada teknologi kolaborasi

yang mana akan dapat membantu penawanan data secara masa sebenar kepada

sistcm SKALA melalui kola bora i di an tara pasukan projek JKR. Metodologi kaj ian

terdiri daripada kajian literatur, pengumpulan data dan analisis. Pengumpulan data

adalah berdasarkan borang soal selidik yang dibcrikan secara rawak di antara ahli­

ahli pasukan projek JKR. Analisi data bagi kajian ini dibuat dengan menggunakan

beberapa kaedah statistik seperti nalisis Frekuensi, Kaedah Purata lndeks dan

Kruskal Wallis. Di akhir kajian ini, bebcrapa faktor telah dikenalpasti bagi

penambahbaikan sistem SKALA khususnya untuk kolaborasi dan komunikasi di

antara pasukan projck JKR. Ini akan dapat membantu JKR untuk mengurus,

memantau dan melaksanakan semua projek-projeknya secara lebih tepat dan cepat.

CHAPTER

2

TABLE OF CONTENTS

DECLARATlO

DEDIC TIO

ACKNOWLEDGEME T

ABSTRACT

ABSTRAK

TABL OF 0 T E T

LlST 0 TABLE

LTST OF FIG RE

LIST OF BBREY 10

LIST OF APPE DI E

TNTROD CTIO

1.1 Introduction

I .2 Background

I .3 Problem tatement

TITLE

1.4 The Aim and Objectives of the Stud

1.5 cope of the stud

1.6 Research Methodology

1. 7 Summary of Chapter

PROJE T COMM ICATIO D COLL BOR TIO

Introduction 2.1

2.2 Project Team Members ' Collaboration and

Communication

PAGE

II

iii

II

xi

xii

2

4

5

6

6

8

9

9

10

3

4

VIII

2.2.1 Effe ti e Communication for Project Team 13

Members

2.2.2 Communication Methods

2.3 Collaboration Technology

2.3 .I Adoption of Collaboration Techno log

2.3.2 Collaboration tools

2.4 ummary of Chapter

PROJECT COLLABORATION AND COMMU ICATIO

IN EXISTI G SKAL SYSTEM

17

22

27

28

39

40

3.1 Introduction 40

3.2 y tern Architecture of SKALA 40

3.3 sers' Role and Responsibilities for Project 42

Collaboration in KALA

3.4 Communication Method in SKALA 43

3.5 Major ta ks for project team members in SKALA 45

3.5.1 Planning Phase 45

3.5.2 De ign Pha e 46

3.6

3.5.3 Procurement Phase

3.5 .4 Con truction Phase

3.5.5 Handing Over Pha e

SKAL Reporting

3.7 xisting ollaboration Technology in SKALA

3.8 Summary of Chapter

RESEARCH METHODOLOGY

4.1 Introduction

4.2 Pha e I

4.3

4.2.1 Determine the Aim and Objective of Study

4.2.2 Literature Review

4.2.3 , i ting project collaboration and

communication in SKALA ystem

Phase 2

4.3.1 Data collection

47

48

49

50

51

54

55

55

56

56

56

58

58

58

IX

4.3.2 ur e Questionnaires 59 4.3.3 Que tionnaire designed 59 4.3.4 Demography ofRespondents 60 4.3 .5 Feedback on project team requirements for 61

collaboration and communication

4.3.6 Feedba k on the Improvement of Project 62 Collaboration and Communication in SKALA

4.3 .7 Feedback on the appropriate features of 62 Collaboration Tools for SKALA

4.4 Phase 3 62

4.4.1 Data Analysis 63 4.5 Summary of Chapter 65

5 DATA COLLECTIO DANALYSIS 67 5.1 Introduction 67 5.2 Section A: Demography of respondents 68

5.2.1 Re pondent roles in PWD's project team 68

members

5.2.2 Re pondcnt s involvement in the phases of 70

project life cycle

5.2.3 Rc pondent ' geographically-disper ed 71

office

5.3 ection 8 : To in estigate on the project collaboration 72

and communication requirements

5.3 .1 Respondents ' perception on project 72

collaboration and communication

5.3 .2 Le el of important factors for Project 73

Collaboration and Communication

Requirements

5.4 Section C: To identify the required improvements of 75

SKALA in collaboration and communication

6

7

5.4.1 Re pondent feedback on the shortcoming of 75

SKALA in project collaboration and

communication

5.4.2 Ranking of factors for SKALA improvements 77

in project collaboration and communication

5.5 Section C: To determine the appropriate features of 79

project collaboration tools for SKALA improvements.

5.6 Summary ofChapter 81

DISC S 10 82

82 6.1 Introduction

6.2 Investigation of project collaboration and 83

communication requirements

6.2.1 Perception on Project Collaboration and 83

6.3

Communication

6.2.2 Factors for Project Collaboration and

Communication Requirements

Identification of SKALA improvements in project

collaboration and communication

84

86

6.3.1 Feedback on the Shortcoming Of SKALA in 86

Project Collaboration and Communication

6.3.2 Factor For SKALA fmprovements ln Project 87

6.4

6.5

Collaboration nd Communication

Features Of Project Collaboration Tools Tn SKALA

Summary of Chapter

CONCL 10 A D RECOMMENDATfON

7.1 Introduction

7.2

7.3

7.3

Conclusion

Recommendation

Recommendations for further study

90

95

96

96

97

100

100

REFERENCES 101

Chapter I

INTRODUCTION

1.1 Introduction

Collaboration and communication among project team members are vital in

order to identify i ues, misundcr tandings and other challenges to project

completion. At the same time it can also contribute to real time project reporting to

an web based project monitoring tern . Currently, Public Works Department of

Malaysia (PWD) has been using its v eb based project monitoring system to generate

real time project reporting. ince PWD has to manage and monitor thou and of

projects at any point of time, it must require an effective web based project

monitoring system. Effecti e project monitoring system will lead to prompt action

by PWD in accomplishing the projects ' targets. This study emphasized on the project

team collaboration and communication platform for PWD's web based project

monitoring system (which is knov n as SKALA).

Although sy tern ' s integration and collaboration is not a new research topic, it

believed to be the key for enabling technologies that drives the construction

industry in impro ing producti ity and efficien ( hen et a/. , 201 0). Recent

literature are more focus on computer-aided design collaboration while er little

attention was directed to address the potential use of collaboration technolog in

project stakeholder communication (Chung et al. , 2009).

1.2 Background

PWD is a technical go ernment department that has been entrusted with

constructing and maintaining public infra tructure in Mala sia. It as formed in

1872 a the technical ad isor to the Go emment (PWD Strategic Frame ark ,

2007). Projects implemented b PWD include roads, airports government buildings

maritime and ports. According to PWD Strategic Frameworks (2007) PWD's ision

i to become a world class er ice provider and centre of excellence in a set

management, project management and engineering services for the de elopment of

nation ' s infrastructure through creati e and innovative human capital and state of the

art technology.

Ba cd on PWD Strateg Map 2006- 2020 (PWD Strategic Frameworks, 2007),

PWD has to leverage on ICT to enhance its project del ivery s stem. In managing

projects, PWD is in ol ed in the planning designing, procurement, implementing

and monitoring aspects of the project . In any project implementation, PWD has to

balance the time, resources, cost and quality factors of the project according to

PWD s standard quality and it client ' needs (PWD Quality Manual, 2009). During

9lh Malaysian Plan, PWD has been gi en the authority by the Malaysian Government

to implement 5889 projects with the total cost of RM40 billion (PWD Strategic

Frameworks 2007).

ince PWD is committed to deliver its projects to the clients as stated in its

core business objectives in term of time, cost and quality, it needs comprehensi e

monitoring tools to help the organisation to control its project effective! and

efficiently. The reports produced are er critical for fast decision and policies

making to o ercome the problem occurred during project implementation.

Currently, PWD is using a number of s tern or application to execute or monitor

its projects. The systems or applications are ba ed on variety of software ranging

from commercial oftware such as Microsoft Project or Primavera to in-house

development of software's applications.

3

SKALA is a web based project monitoring for PWD Malaysia and was fir t

developed in-house by PWD Information and Communication Technology (ICT)

Branch in 1985 (SKALA Manual, 2006). Although there are other oftware s

applications for project management s stem the uniqueness of SKALA is that it is

tailored to PWD s certified ISO 9001 Quality Management System processes

(PWD ' Qualit Procedure, 2004). It v a developed to customise the need of

PWD's main core business which is project management. The main function of

SKALA ystem is to generate real time project status for all PWD personnel as well

as its clients. The on-line reports generated by SKALA include details of project

information a well a project performance such as project progress.

KALA has been used by all PWD project team members throughout project

life cycle starting from receiving project from the clients until handing over the

projects as shown in Figure 1.1.

PLANNING

•Project brief

•Project Quality Plan

• Assign team members

• Project Cost

PWD's Project Life Cycle

DESIGN

~~iiiiii! PROCUREMENT

• Drawings •Design changes

•Specs

liiiiiiiiii!!i3 CO NSTRUCTI 0 N • Project Advert isement

• Contract doc. •Letter of Acceptance

•CPM •Quality records

•PWD66 •VO / EOT

DEFECTS

LIABILITY PERIOD

·Handing Over

•CMGD

PROGRAM MANAGER HEAD OF PROCUREMENT PROJECT SITE HEAD OF PROJECT DESIGN TEAM OFFICE TEAM

PWD's Project Team Members

Figure 1.1 PWD's project team members throughout various project life cycles

4

SKALA users consist of PWD's top managements and other personnel tn

project teams such as Program Manager , I lead of Project Team, Head of Design

Team, Procurement Officers and Project ite Team Members (SKALA Manual

2006).