brief

The Office

Project

1 . 0 P r o j e c t 1 B a c k g r o u n dYou and three friends [all recent architecture and interior design graduates from QUT] have recently accepted a small commission for an exciting new fit-out project. Your new client has indicated that there may be a continuous flow of similar work in the future, if this first fit-out project goes well. On the basis of this, you and your friends have all agreed to terminate your current employment and are now in the process of establishing an exciting new practice. To do this, firstly you need to:

Define your Goals and Objectives with regards to your new working environment;Establish the Organisational Structure which would provide the appropriate working conditions; andDevelop an Office Manual that will enable your chosen organisational structure to run smoothly within the goals that you have set down. This will be a ‘what to do’ resource for your staff and an administration tool to make life easier for you.

2 . 0 P r o j e c t 1 O b j e c t i v e s To begin to formulate professional goals and define methods of achieving these goals;To familiarise yourself with the factors to be considered in the setting up of a design practice;To familiarise yourself with the processes involved in project managing a fit-out project from inception to completion;To improve communication skills in a client meeting scenario;To provide you with knowledge to understand and participate in a design practice as you transition from life as a university student, to life as a new design professional; andTo emphasise the importance of integrated scholarship and collaborative links with other professions, in order to build capacity and resilience, and to tackle issues relevant to the contemporary professional design practice.

DEB801 :: PROFESSIONAL PRACTICE :: PROJECTDEB801 :: PROFESSIONAL PRACTICE :: PROJECTDEB801 :: PROFESSIONAL PRACTICE :: PROJECTDEB801 :: PROFESSIONAL PRACTICE :: PROJECT

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3 . 0 P r o j e c t 1 L e a r n i n g O u t c o m e s Explain the nature of professional design organisations and the role that they play in supporting and providing guidance to the design professions;Demonstrate links between your disciplinary expertise and a wider framework of the professions;Develop a practice-based response that analyses the key factors affecting design practice, including Australian and Queensland law and statutory regulation;Articulate graphically, orally, and in written form, the outcomes of your task-based research and development both as an individual and as a productive multi-disciplinary team member.

4 . 0 P r o j e c t 1 [ P a r t A ] S u b m i s s i o n R e q u i r e m e n t s

Client MeetingThe Client Meeting will be conducted in 2 parts.

Project 1, Part A.1: The PitchYou and your group will firstly conduct a Client Presentation. You are expected to produce visuals to demonstrate your capability to design and deliver a series of future large office fit-out projects. The intention of this Client Presentation is to win a large future fit-out project for your firm, as you are unable to keep going operating on only the one small fit-out commission that you have recently accepted. You are also required to present the goals/objectives and organisational structure of the firm, which will be included as part of your written Office Manual. Your tutor will role-play being the client for this presentation.

You will need to present the following information as a minimum, as well as include this information in the first section of your Office Manual:

Define the structure of your Practice;

Define the type and size of work you do and any other pursuits you undertake;

Define the type of client that you work with;

Define the staff that you have and their capabilities in relation to the work you do; and

Outline the quality assurance measures that you have in place, including appropriate insurances.

Part A.1 Time Limit: 10 minutes [maximum per group]

Project 1, Part A.2: The Brief

After you have [hopefully] won the large fit-out project, you will continue on with the second part of the Client Meeting, to discuss and develop the Brief requirements for the new large fit-out project. This part of the Client Meeting must be run professionally with an Agenda and one member of the group must take Minutes of the Client Meeting. The Agenda, Minutes, Brief, fee proposal and scope of services must be added to the Office Manual [Project 1, Part B].

You are to dress and conduct yourself in a manner that reflects your actions as a design professional with your own business.

Part A.2 Time Limit: 10 minutes [maximum per group]DEB801 :: Professional Practice Semester 2 :: 2011

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5 . 0 P r o j e c t 1 [ P a r t B ] S u b m i s s i o n R e q u i r e m e n t s

Office ManualThe structuring and quality assurance procedures for a design business are important to ensure:

Profitability;The goals of management can be clarified for clients and employees;Legal protection; andEfficiency.

For this component of the Project you will develop an Office Manual which must include Key Quality Management procedures. Some of these items* must also be presented during your Client Meeting.

SUGGESTED STRUCTURE FOR YOUR OFFICE MANUAL

1.0 PRACTICE INFORMATION1.01 Introduction*This will include information about your company, type of structure, mission statement, management structure, criteria for selection of clients and purpose of the manual.1.02 Company Capability Statement*This is a marketing document used to demonstrate capability, company profile and team personal profiles.1.03 Company Personnel*This will explain all of the job descriptions of staff in your company and who they report to.

2.0 GENERAL ADMINISTRATION2.01 Time SheetIncluding job number, day, work codes, non-chargeables - use half hour intervals.2.02 Hourly RateCalculation of the hourly rate for a sole practitioner wishing to earn a personal taxable income of $60,000 per annum.2.03 Job Information SheetFor inclusion in the front of the job file – standard template for those involved with the job, general project and client information.2.04 AccountSend an account to the client for fees on completion of the Schematic Design stage. Assume that you required some reimbursement for some monies.2.05 Meeting Agenda*Record the agenda of your first meeting with the client [04/10/11] to establish the brief for the project at hand.2.06 Meeting Minutes*Record the minutes of your first meeting with the client [04/10/11] to establish the brief for the project at hand.2.07 Fee Proposal* + Scope of Service*Write a letter to the client responding to their invitation to provide full consultancy services for their proposed office accommodation. Assume that your company will be the primary consultant and that you will require the assistance of other professionals. This letter will include a fee proposal [indicating appropriate fee structure] and scope of services.

DEB801 :: Professional Practice Semester 2 :: 2011 of 5

2.08 Public Liability Insurance*

Provide information on the cover required to insure

your practice against potential claims.

2.09 Professional Indemnity Insurance*


your practice members against potential claims.

2.10 Workers Compensation Insurance*


your practice members against potential claims.

3.0 PROJECT PROCESSES3.01 Quality Management

3.02 Professional Development

Copies of in-house office discussions, specifically

including weekly ‘Case Study’ discussions.

3.03 Practice NotesCopies of relevant professional practice notes.

3.04 Briefing InformationSuitable for use with the design project at hand.

3.05 Room Data SheetPrepare a room data sheet with the requirements for

one room [e.g. Office Boardroom] in the new project at

hand.3.06 Transmittal Form3.07 Sketch Design Checklist

3.08 Development Design Checklist

3.09 Contract documents Checklist

3.10 Contract Administration Checklist

To be completed through the phase and to be

approved by the Project Director [Lindy or Natalie] in

order for the project to progress to the next phase

3.11 Project File Index

*Items required for Project 1 Part A [Client Meeting]

SUGGESTED STRUCTURE FOR YOUR OFFICE MANUAL cont...

4.0 PROJECT DELIVERY4.01 Letter to ConsultantWrite a letter to the specialist consultant requesting service fee proposal on behalf of the client.4.02 Covering LetterFor consultant’s letters.4.03 Transmittal Form 4.04 Letter to prospective TenderersAdvising and inviting prospective building firms that the project will be available for tender.4.05 Notice to Tenderers 4.06 Report to Client on TendersWrite a letter to the client outlining tender results and recommending a course of action.4.07 Letter to Successful TendererWrite a letter to the successful tenderer advising of the tender results. This will also include personnel from your firm for contract administration, date for practical completion [assuming 13 week contract period] and requesting name of site superintendent, certificates of insurance and job program.4.08 Letter to Unsuccessful TenderersWrite a letter to the unsuccessful tenderers advising of the tender results.4.09 Progress CertificateCompile a standard form and issue Certificate No. 6 based on the following information:

Contract Sum $1,500,000 Variation No.1 + $ 3,987 Variation No.2 + $ 2,000 Variation No.3 - ($ 1,300) Variation No.4 - ($ 1,064) Retention sum of 10% to limit of 5% of Contract Sum. Amounts previously certified $ 900,000

4.09 Variation Price RequestCompile Variation Price Requests for Variation No. 1, 2, 3 + 4 [above].4.10 Variation OrderCompile Variation Orders for Variation No. 1, 2, 3 + 4 [above].4.11 Certificate of Practical Completion4.12 Defects RectificationWrite a letter to the head contractor advising them of a problem for rectification during the defects liability period. List the steps you would take if such rectification was not commenced within 14 days.


FORMATYour Project 1 Part B submission is to be A4 in

format, submitted in a lever arch folder and is to be

of a professional standard.

Your submission must state if the submission is to

be marked as:

! Individual; or

! Group [4 person].

Note: Where the submission has been prepared by

4 students but an individual mark is requested, a

statement is to be provided in the report giving the

percentage of involvement of each member and is to

be signed by each member. If this is not provided, the

report will not be marked as a group Submission.

IMPORTANTTutorial exercises will focus on a number of

areas relevant to this project, and it is

expected that you will use the tutorails as opportunities for

development within your group.

6 . 0 P r o j e c t 1 A s s e s s m e n tAssessment 1: Project 1 Part AAssessment Type: PresentationDescription: The Office - Client MeetingWeighting: 10% of Total Unit AssessmentAssessment Mode: Group Work [Individual assessment can be requested]

Learning Outcomes:2. Demonstrate links between your disciplinary expertise and a wider framework of the professions;5. Articulate graphically, orally, and in written form, the outcomes of your task-based research and development both as an individual and as a productive multi-disciplinary team member.

Formative Feedback: Weeks 3 to 10 [In-class Discussions]Due Date: Week 10 - Tuesday 04 October 2011 [In-class Oral Presentation]

Assessment 1: Project 1 Part BAssessment Type: PresentationDescription: The Office - Office ManualWeighting: 20% of Total Unit AssessmentAssessment Mode: Group Work [Individual assessment can be requested]

Learning Outcomes:2. Demonstrate links between your disciplinary expertise and a wider framework of the professions;3. Develop a practice-based response that analyses the key factors affecting design practice, including Australian and Queensland law and statutory regulation;4. In preparation for your transition to professional practice, demonstrate an analytical and ethically grounded understanding of your learning capabilities; 5. Articulate graphically, orally, and in written form, the outcomes of your task-based research and development both as an individual and as a productive multi-disciplinary team member.

Formative Feedback: Weeks 3 to 10 [In-class Discussions]Due Date: Week 10 - Thursday 06 October 2011 [Submit folder through Assignment Minder]

7 . 0 P r o j e c t 1 R e a d i n g s + R e f e r e n c e s

1 Acumen: http://acumen.architecture.com.au/[Note regarding Access: For current QUT staff and students, available on campus only]

2 Australian Institute of Architects Practice Notes[Note regarding Access: Available from the BEE Resource Centre, Level 1 D-Block, hard copy only]

3 Design Institute of Australia Practice Notes[Note regarding Access: Available to DIA members, hard copy only]

4 Additional resources can be found on the Blackboard site in the Learning Resources area


brief

Documents