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THE DESIGN PROCESS OF BUILDING REFURBISHMENT PROJECTS
AZLAN SHAH ALI, Assoc. Prof. Dr. ISMAIL RAHMAT
Assoc. Prof. Ar. NOORHASHIMAH NOORDIN
Faculty of Architecture, Planning and Surveying
University Technology MARA (UiTM)
40450 Shah Alam, SELANGOR Abstract Refurbishment work is one of the important sectors in the construction industry and has grown actively in this country. The popularity of refurbishment is well known and seen to be an option at the end of service life for a building. It also plays an important role as an alternative to the new development of building. Nevertheless, the complexity and uncertainty of refurbishment projects make it difficult to manage. Design process is vital toward the successful of construction project. It is complex that consists a multiple interacting feedback processes from the project actors and non liner relationship within the process. Due to the nature, it is hard to plan and manage the process of design. The uncertainties and complexities of design process and refurbishment projects require different approach from the new build The research is to study the effect of uncertainty towards the performance of building refurbishment design
process. The objectives are to identify the factors that course uncertainties in refurbishment design process and
mechanisms to manage the uncertainties of the design process. Key Words: Uncertainty, Building Refurbishment, Design Process, Performance 1.0 Introduction 1.1 Research Background In a highly competitive construction market, designers need to respond efficiently in order to meet client requirements. Efficient management in design process is paramount to provide quality design within budgeted cost and to ensure project running smoothly. The management of design process is an important and difficult task. The way it is manage can affect the performance of the refurbishment projects. Building refurbishment refers to upgrade, major repairs work, renovations, alterations, conversions, extensions and modernization of building, but exclude routine maintenance and cleaning work (Quah, 1988). Refurbishment project is one of the most risky, complex and uncertain within the construction industry (Egbu, 1992, 1996; Rahmat, 1997; Brandon et al., 1999; McKim et. al., 2000; Rayers and Mansfield, 2001). Even though the difficulties characteristic in managing refurbishment projects, it‟s had grown rapidly in UK for the last 30 years and the trend is now spreading over to this country.
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Substantial growth in refurbishment project required deep understanding and knowledge in managing
refurbishment project. According to Quah (1988) and Young and Egbu (1992) the study of refurbishment
relatively ignored and more focus had been gave to research for new building.
This research will study on the effects of uncertainty and design‟s team organizational structure on
the performance of building refurbishment design process, with focus on role of the building
refurbishment designers.
1.2 Problem Statement Refurbishment project has grown rapidly in developed countries such as UK and US. The grown had
spread over to Malaysia with high number of ageing building and change of usage. Many researchers agreed that refurbishment projects are different in many situation compare with new
project (Quah, 1992; Egbu, 1992, 1996, 1997; Rahmat, 1997). It had been identified that refurbishment
work is the most difficult compared to new build project (Quah, 1988; Egbu, 1994), and the main
characteristics of refurbishment work which are unique, high risk, full with uncertainty and complexity make
it difficult to manage. (Hoffmann, 1978; Harrington, 1979; Koehen and Tower, 1978; Chapman, 1980;
Hertz and Thomas, 1983; Teo, 1990; Flanagan and Norman, 1993; Boyd and Weaver, 1994; CIRIA, 1994;
Boothroyd and Emmett, 1996; Rahmat et al, 1998; Brandon et al., 1999; McKim et. al., 2000; Rayers and
Mansfield, 2001)
Efficient design process is critical for the project success (Chua et al., 2001; Manavazhi and Xunzhi, 2001;
Baldwin et al., 1999). According to Atkin et al. (2003), design process is complex and has to handle a
number of interdependencies. Atkin (2003) than added that design process is hard to plan and manage,
but it still necessary, due to it roles in construction process. Other studies made by McGeroge, (1988) and
Sterman, (1992) revealed the same problems in design process. Savido and Norton (1994) added that
uncertainty or untimely information make the situation more complex. The variety of problems may crop up
in the design phase due to inaccurate, in complete or untimely information. Study made by Koskela et al.
(1997) revealed the same issue that is lack of information become an obstacle to complete the tasks
successfully.
For design in refurbishment, Egbu et al. (1998) shown that less than 10% of design for construction
refurbishment project were completed for more than 75% before project started compared to ship
refurbishment, about 32%. Rahmat (1997) in his study found that about 20% of refurbishment project in
UK commenced with more than 80% completeness of design. Rahmat than added that 50% of
refurbishment projects commenced with 60% of design complete with majority of refurbishment project a
high proportion of design information could only be obtain during the construction stage. These indicate
that most of the refurbishment project commenced at site with high degree of uncertainty due to
uncompleted documentations.
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The existence of these characteristics in one situation demands different systematic approach to
handle it successfully. The problem is design for refurbishment projects is not complete before
tendering stage due to uncertainties. Question arises as can we get an accurate and complete
design for building refurbishment project before tendering stage? Therefore, this research will study
the impacts of uncertainties in design process and how to control it during building refurbishment
design process.
1.3 The Research Objectives The characteristics of refurbishment work with high risk, complex, uncertain and less predictable
Quah (1988), Egbu (1992) required improvements in their design process. According to Choo et al.
(2004), nature of design process with information-intensive and its iterative make it hard to manage.
These couple complexities and uncertainties lead to more difficult situation in managing
refurbishment project successfully.
Thus, in order to solve the aforementioned scenario, the author has listed the research objectives as
follows: 1. To identify variables that contributes to uncertainties of design process in refurbishment projects. 2. To examine the effect of uncertainties toward effective and efficient building refurbishment
design process performance 3. To examine degree of involvement of key participants in design process of refurbishment
projects. 4. To establish integrative control devices in managing design process for building
refurbishment projects in Malaysia
1.4 The Research Hypotheses Further to the research objectives, research hypotheses are as follows: 1 Uncertainty variables affects the performance of building refurbishment design process 2 The
performance of design process depends on project organizational structure 3 Coordination devices used in refurbishment design process depend on project organizational
structure. 4 Coordination devices used can improve the performance of building refurbishment design process 1.5 Scope and Limitations This research will study on design process in building refurbishment projects. RIBA plan of work consist
from stage A to M is used as the framework of design process. It focuses on the role of
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designers i.e. architect in managing design process from inception (stage A) to detail design (stage
E) and construction stage (stage H) for building refurbishment projects. The scope of this study will derived from the about 2000 architect firms in the whole Malaysia, who
are practicing and registered with Board and „Pertubuhan Architect Malaysia‟ (PAM). From this
number, author will sort out architect firms who had experience in designing and managing
refurbishment projects as a sample for this study. This will makes the research results valid for whole
regions in Malaysia.
The research study only related to the architects as a leader of design team for refurbishment projects. No data
shall be collected form others design participants such as engineers and surveyors due to assumptions that the
data from the design team leader‟s are sufficient for this study.
1.6 Relative Significant of the Research Outcome from this study is expected to benefit to the refurbishment project participants particularly for
designers, educators and the clients. The significant of contribution are as follows:
1. The identification of „design process‟ and uncertainty of refurbishment variables should be
helping the clients and designers to formulate strategies in their design process. 2. The outcomes from the research would give guidelines for the best practices to the designers,
contractors and clients in managing building refurbishment design process. 3. The outcomes from this research may improve designers‟ understanding on the importance of
their roles in delivering good design for building refurbishment projects. 4. Findings from this study could help the participants in design process to identify and understand their
roles in producing good quality of design for building refurbishment projects. 5. The outcomes from this study could assist the designers and clients to implement the
appropriate integration devices in their refurbishment projects
2.0 Literature Review
2.1 Introduction Refurbishment works is one of the important sectors in construction industry. It became an alternative
when the building has reach to the end of their service life, or fail to perform as required in its used
(Aikivuori, 1996). Aikivuori then found the refurbishment were initiated by several factors such as
deterioration, change in use, economic factor, economy and change on condition.
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According to Egbu (1999), the demand of refurbishment work had increase significantly for the last twenty
five years in UK. He observed from CCCIS (1996) and DOE (1981), stated that the refurbishment work
had increased to 42.32% from 22.46% respectively of the total UK construction output from 1981 to 1996.
However, this statistics did not include „do-it-yourself‟ work which normally done by house owner.
Therefore the actual numbers of refurbishment work most likely to be higher than the reported data.
Clancy (1995) estimated that refurbishment contract UK in 1995 contribute to 25% of all construction order
of the year and may increase for next decade due to use of existing assets more efficiently. This statement
than supported by Rahmat et. al., (2003) where in 2002 refurbishment work was estimated around 40% of
total output of construction in UK. According to Lee (1996), in the last decade, up to 50% of the
construction budget in US has been spent on form of renovation, remodelling and reutilizing existing
building. The US national average spending is 25% of new construction spending (US Census Bureau,
1998)
Further, through the observations, this scenario had then spread to Malaysia. The increase of ageing
building and trend to change of space usage due to economic factor gives indictors that
refurbishment sector has grow rapidly. In 2003, the Malaysian construction industry had contributed
1.9% to the total GDP growth and mostly contributed by residential construction activity. However,
unfortunately, there is no official published data shown the percentage of refurbishment work carried
out in this country. The unpublished data by CIDB shows that repair and maintenance work
contributed about 2% of construction output in year 2001. This data also not including „do it yourself‟
(DIY) work which normally do by the house owner themselves. Taking in to account DIY work, the
output could be higher.
2.2 Uncertainty in Building Design Process and Refurbishment Work Building design process defined by Hassan, (1996) as a process which maps an explicit set of client and
end-user requirements to produce based on knowledge and experience, a set of document that describe
and justify a project which would satisfy these requirements and other statuary and implicit requirements
imposed by the domain or the environment. According to Baldwin at el., (1999) building design process is
a multi-disciplinary process, performed in a series of iterative steps to conceive, describe and justify
increasingly detailed solutions to meet the needs of the client. Based on the definitions it indicates that the
design process involves with an inter-discipline and non-liner activities which is complex and full with
uncertainty.
The important of study in building design process has been proved by the previous researchers. Some of the
studies made in this area i.e. (Chua et al., 2001; Manavazhi and Xunzhi, 2001; Baldwin et al., 1999) revealed the
important of design process towards the success of construction projects. The design process in a construction
environment is extremely dynamic and complex which is consist a multiple interacting feedback processes and
non liner relationship (Sterman, 1992; Ogunlana et. al., 1998). Study by Bibby et al., (2003) showed that
construction performances in UK being are hindered
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by difficulty managing construction design process. The complexity of design process is driven by
lack of information, due to poor feedback received by the participants in the design team. Feedback
in design process is a paramount in order to ensure the communication among the design team flow
smoothly. According to Baldwin et al. (1999), the management of information exchange in design
process is critical. Austin et al, (2001) found the same result and added that information needs to be
understood and ultimately managed.
The design process would be more difficult to manage if the construction projects are complex and
uncertain. Quah (1988) pointed out that refurbishment is one of the most uncertain in construction
projects. The majority of refurbishment projects were found to be completed over budget and over
estimate time.
Refurbishment is a generic term including rehabilitation, modernization, renovations, alterations,
improvements, additions, repairs, renewal, retrofitting; the term does not include domestic
maintenance work such as cleaning and emergency maintenance (Quah, 1988). The definition
strengthens by Egbu et. al. (1998) by saying that refurbishment refer to such works as improvement,
adaptation, upgrading, rehabilitation, restoration, modernization, conversion, retrofit and repair which
are carried out on existing building for variety of reasons and excluding works such as cleaning,
decorating and emergency maintenance work.
Refurbishment work generally accepted to be more difficult to manage than new build (Koehn and Tower,
1982; Quah, 1988; Egbu, 1994, 1995) and unique in many ways and should be approached cautiously by
designers (Daoud, 1997). Some of the researchers added that refurbishment is more complex (Egbu,
1994; Boyd and Weaver, 1994), and need greater coordination than new build (CIRIA, 1994; Egbu, 1994).
Refurbishment work often suffers form delays and escalating cost due to high degree of uncertainty in
defining scope of work during design stage. It become more complex an uncertain when refurbishment
works involve with structure modification which is more sensitive, dangerous and difficult operations and
need to be executed carefully (Daoud, 1997). Researched by McKim et. al.(2000), reported problems of
reconstruction (refurbishment) projects included lack of information about the operating facilities, space
limitation for reconstruction project, maintaining of safety and health and involving many players such as
building users.
In early stage of refurbishment projects, the designers need to gather information from existing
building as much as they can before starting their design work. Design in refurbishment is different
from new built where designer has to suit their design with existing condition of the building. This
scenario make the designer had less interested involved in rehabilitation work due to limitation put on
their creativity and limited modification can be done, (Daoud, 1997). Daoud added that the designers
have to realize not much of their talent and creativity is used in creating new design for refurbishment
projects.
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Galbraith, (1977) said that uncertainty defined as a difference between the amounts of information
available to perform a task. According to Driskill and Goldstein, (1986) uncertainty in organizational
communication means as a lack of information, knowledge, beliefs and feelings necessary for
accomplishing organizational tasks. Ward and Chapman, (2002) supported the definition by saying that
uncertainty is „lack of certainty‟ and also about „ambiguity‟ associated with lack of data, detail, structure to
consider issue, working and framing assumptions and sources of bias. Based on the definition above, a lot
of uncertainties characteristic occurred in the design process for refurbishment projects. The amounts of
information always lacking during design stage which force the designers to use “gut feeling” in solving
design problems.
According to Winch, (1989) there is strong relationship between complexity and uncertainty in
construction project. No matter what condition of the project, both the uncertainty and complexity
normally exist at the same time. This view is than supported by other researchers such as Thomson
and Perry, (1992), Smith, (1989) and Rahmat, (1997). Therefore the author will use term complexity
and uncertainty interchangeably with referring to the same meaning.
Gary‟s study, (1983) defined the complexity is technically a difficult task. Malzio et al., (1988)
suggested that a complex process is that which comprises of operations that are innovative and
conducted in an uncertain situation or that which involves operations that are not clearly defined or
lack a complete specification. Other research, such as Hill (1991) says that complexity associated
with the size and diversity of tasks involved in a production process and the implications of decisions
in terms of investment, cost, time and people. Complexity also defined by Bennett, (1992) as a
different actions need to produce the end product.
The above reviewed literature seems to suggest that management of uncertainty is important especially for
project which dealing with uncertainty and complexity conditions. Ward and Chapman (2002) suggested
that a broader perspective concerned with managing uncertainty is needed for successful of construction
projects. Therefore, key participants of refurbishment project needs a systematic management and deep
understanding about the concept of refurbishment from inception stage to completion for refurbishment
projects. It was identified that refurbishment is one of the least understood and most under-researched
sectors, especially in the management of such works (Quah, 1988; Egbu, 1994). Due to high demand of
refurbishment projects in this country, the further research in this area is urgently required.
3.0 RESEARCH METHODLOGY
3.1 Theoretical Framework From the literature reviews revealed the relation ship between the refurbishment uncertainties variables and
organizational variables with performance of refurbishment design process as shown in.
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The intervening variables as a control mechanism to minimized negative effect from independent
variable to dependent variables which need further testing.
3.2 Data Analysis The first stage of the research start with identifies preliminary data collected through extensive
literature review. The research problem and the variable are then be identified. From the relationship
of variables the theoretical framework being build up and will further be tested during exploratory
survey.
In second stage the author would carry out exploratory research with the objective to identify the
sample size in the market, size of refurbishment project, location, type of building and problems
related to design for refurbishment projects in Malaysia. It will follow by semi-structured interview to
clarify variables and the theoretical concept is generally accepted.
Final stage of the research consists of structured interview with selected respondents. All the
collected data will be analysed using quantitative statistical analysis. The correlation test between the
dependent, intervening and independent variables will determine the relationship between
performances of refurbishment design with uncertainties and control mechanisms. Conclusion of the
study will derive based on the result achieved from the data analysis.
4.0 CONCLUSION The literature review revealed that building refurbishment is one of the most uncertain construction
projects. The performance of refurbishment projects tend to be poor. Majority of them completed with
over budget and over estimated time. One of the factors that contributed to poor performance is
degree of accuracy and completeness of the design.
Literature review also revealed that the degree of integration during the design process affected
design performance. The higher the degree of integration during design process, the more accurate
and complete is the design.
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