Outsourced project management has gained popularity within the academic sectors over the past 10 years, and for good reason. With an increase in capital projects due to aging infrastructure and the ongoing challenge to modernize campuses to attract students and remain competitive, academia has often found itself overburdened and ill-prepared for managing the often complex and time-consuming planning, design and construction processes. As a result, many institutions have turned to skilled project management/owner’s representative firms for assistance. It is becoming clear that outsourcing project management can be an excellent way to acquire the skills needed to successfully complete projects without tying up valuable in-house resources or having to hire additional full-time employees.

However, project management firms are not always involved in the early planning phase and instead are brought in after concepts have been developed and budgets have been set. Therefore, institutions and districts have missed out on many of the skills an experienced project management firm brings to the table. Once concepts and budgets have been developed, the project management firm soon discovers that not all expenses and logistical responsibilities had been accounted for, not enough thought had gone into site selection and conditions or contract language had unnecessarily exposed the client. All of those factors can create the need to cut construction budgets, compress construction schedules or have a negative impact on the educational or facility program. The critical planning phase of the project is where a majority of the money- and time-sensitive decisions are made, which can affect the success of the project and where a project management firm can help guide an owner to make informed, educated decisions. Institutions that skip this process often pay for it many times over as the project progresses. The lesson learned is that it is very important to develop a clear project direction, budget and schedule before proceeding with a capital construction project. Utilizing the services of a project management firm early in the process can only help to avoid making costly mistakes and causing delays.

Furthermore, by planning ahead and putting together the right project team early on, institutions have the opportunity to save a substantial amount of money and increase the odds of delivering the project on time, on budget and with no change in program. It is also important to note that the costs associated with utilizing outsourced project management services can be rolled into the soft costs of the project and be written off over the life of the project.

In addition to handling details like permitting, project team coordination, construction administration, move coordination, swing space, staging areas and job site safety, a project management firm can perform the following important tasks, many of which are often overlooked or simply not known by educational institutions:

• Explain clearly and concisely soft-cost budgets;

• Coordinate site condition assessments;

• Explain the construction delivery method best suited for building type and the institution;

• Provide budget development, monitoring and maintenance;

• Provide schedule development, monitoring and adherence;

• Assist in the value engineering process to ensure standards and program are met, and savings are realized;

• Explain the effects of industry/market changes or conditions on project outcomes;

• Explain how a construction project will impact the owner (logistically and financially); and

• Explain the environmental and economic impacts of sustainable design options.

A good example of how a project management firm can make a huge difference when retained early in the process is the recent undertaking by the University of Hartford in West Hartford, Conn. Initially retained to conduct a soft-cost analysis for the Integrated Science, Engineering and Technology (ISET) complex, the university, knowing the importance of the project and realizing that it would greatly tax their in-house resources, hired Diversified Project Management, an independent owner’s representative/project management firm, to provide project management services for the construction of the $32 million facility. The complex was the largest single construction project in the university’s history, increasing the space devoted to science, engineering and technology by 48 percent. The ISET complex provides modern facilities for the newly merged College of Engineering, Technology and Architecture, and for the departments of math, biology, chemistry and physics.

From the beginning, DPM worked closely with school officials, the project’s architect and the construction manager to ensure that the building met the university’s program needs and expectations, and to ensure that it was ultimately delivered on time and within budget. DPM was on-site full-time for 18 months through construction and project closeout, and, because the existing building had to remain open throughout the project, DPM seamlessly integrated the construction of the new addition around occupied classrooms with minimal disruption to students, staff and faculty. DPM’s responsibilities from start to finish included construction administration; monitoring and maintaining project schedules and budget; job meetings; change orders; swing moves; coordination of staff and faculty moves; and the coordination, installation and management of furniture, fixtures and equipment. DPM also worked closely with the university’s operations department to manage activities necessary for preparing the building for a proper and timely opening

Value, Experience, Flexibility

Based on the successful delivery of the ISET complex, the university’s Senior Director of Facilities, Norm Young, realized the value of engaging project-management support early in the planning process and turned to DPM for assistance with a new 57,000-square-foot, 5-story, 207-bed dormitory complex. For that project, DPM was engaged to assist with much of the upfront planning and coordinating activities prior to hiring the design and construction team. DPM facilitated a thorough pre-construction phase that helped the team to study campus logistics, explore schedule and delivery options, investigate and assess site options and examine any project-related issues before the construction began. If not for DPM’s early pre-programming involvement, the start of the project would not have begun in time to meet the university’s occupancy deadline.

The University of Hartford learned firsthand the advantage of having the added experience and knowledge of a reputable project management firm. The university was able to take advantage of the firm’s staff, whose varied backgrounds include everything from strategic planning, architecture, engineering, interior design, space planning, move management, construction and facilities management. Perhaps most importantly, the school enjoyed the peace of mind that comes with hiring a project management firm that helped them properly prepare for the logistics, costs and campus-wide impacts of undertaking such an important project.

There’s no question that aging infrastructure, intense competition from other institutions and the increasing demands of the modern student has put an enormous amount of importance on academic capital projects. Institutions are beginning to understand the value of engaging project-management services early in the conceptual and planning process.

If your institution is planning to undertake a capital construction project, consider the value, experience and flexibility of outsourced project management. If you decide to utilize the services of such a firm, be sure to hire a team of professionals who have a demonstrated ability to work collaboratively – in an innovative and cost-effective manner. Check references, make sure they have experience in academic environments and work with them to establish schedule objectives and articulate your academic culture and goals, including your business-driven considerations. Every academic project has its own challenges and opportunities. The firm you hire should listen to and work with you to meet all short- and long-term goals. Hiring a project management firm at the critical planning stage of the process will help ensure that a project has a greater probability of being successful.