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Value Management ‘Module I’ 40-hour Training Workshop Two VM training courses were offered to professionals and university students recently, one in Hong Kong and the other in Beijing. This article summarizes this course and the activities which occurred. To create realism in the 5 day (40 hour) course, a 10% designed recent Intermodal Transportation Project to be located in Anchorage, Alaska at a cost of $75 million (USD), was used for application of the methods being taught. About 50% of the class time was spent on lectures and the remainder of time working on the case study. Approximately 15 students were in each class. The groups were subdivided into two teams, with each working on a component of the facility. A stimulating, dynamic, open class setting was used to encourage teamwork. The course in Hong Kong was taught in English and the course in Beijing was taught in Chinese.
VM studies are normally performed in three distinct parts: 1) pre-workshop preparation; 2) workshop study; and 3) post-workshop implementation. The training course focused on the workshop portion of the VM study although the pre and post efforts were also explained. Task activities included:
Pre-Workshop
The VM team in an actual study relies on the project manager, design team, construction manager and the Owner for the completeness and organization of the material to be furnished. The following data is normally provided for the study:
Quality Model The quality model is a narrative expression of "owner expectations" the project design regarding: operational effectiveness, engineering performance, site and building image/aesthetics, schedule, cost, O&M, flexibility, employee comfort, safety/security, environment, etc. Participants in the VM course used this model to help identify qualities of the present design in need of value improvement. These “mismatches” allowed the value training team to focus on improving selected areas of quality such as improved passenger flow and improved baggage operational efficiency. Program (Space) Model A program (space) model is prepared for the project to identify the functions of major spaces within the building. The programmed area is compared against the actual space allocated at this point in the design. The VM team uses this model to focus their attention on value mismatches of selected spaces. The students soon discovered there was more space in the design for such functions as “store cars” than was required to meet the needs of the owner. Cost Model Cost information used during the training course is normally prepared by the cost estimators or construction manager prior to the study. A cost model is then prepared from this information. The cost model distributes costs by function and is used by the VM team to help identify areas of potential savings, when compared to similar facility value standards. The MOD I participants prepared the cost model based on the cost estimate provided to them. Risk Model One of the training teams prepared a risk model from discussions with the class instructor. (Normally this is done with project stakeholders and a review of the design documents.) The risk model identifies low, medium and high risk project issues for later discussion by the VM team. The VM team during the creativity phase tries to identify ways to mitigate the high risks. Workshop During the actual workshop portion of the project study, a six phase (step) approach is followed. This methodology is an organized approach for searching out high cost areas in the design and developing alternate solutions for consideration. The workshop session uses a multi-disciplined team following an agenda which details the six step methodology to arrive ultimately at recommendations for implementation. The Workshop follows six key steps, as per SAVE International Standard:
Information Phase At the beginning of the workshop, it is important to understand the background and decisions that have influenced the development of design to the VM team. The site, building layout, and architectural, structural, mechanical and electrical systems are discussed. The information phase also includes further refinement of the quality, program, and cost models that are prepared before the workshop session. These models are updated based on information received during the designer's initial presentation. These models also form the basis of the VM team function analysis, which follows. Function Phase The required functions of the project are the controlling elements in the overall value approach. This procedure is beneficial to the VM team because it forces the participants to think in terms of function, and the cost associated with that function. Considerable time was spent in the class on the basics of function analysis. In order that the students might better understand the overall functions of the project, a "Function Analysis Systems Technique" (FAST) diagram is prepared. Reading from left to right, it is used to help explain how the designer chose to solve the functions. The FAST diagram, when read from right to left, also helps answer why these functions are important to the Owner. Preparing the function analysis of high cost systems also helps to generate many of the ideas that eventually result in recommendations. This forces the team to speculate on alternative solutions to the proposed design for satisfying the functions identified by the stakeholders. Creativity Phase This step in the workshop involves the listing of creative ideas. During this time, the team thinks of as many ways as possible to provide the necessary functions within the project at better value to the owner. During this creative session, judgement of the ideas is not permitted. The participants in the training course were looking for quantity and association of ideas which will be screened in the next phase of the study. Many of the ideas brought forth in the creative phase are a result of work done in the function analysis. This list may include ideas that can be further evaluated and used in the design. Evaluation Phase In this phase of the project, the VM team judges the ideas resulting form the creative session. The advantages and disadvantages of each idea are discussed. Ideas are ranked based on savings potential, redesign time and client acceptability. Ideas found to be not worthy of additional study are ranked low and those ideas that represent the greatest potential are ranked high, and then developed further. A weighted evaluation is applied in some cases to account for impacts other than costs. Ideally, the team would like to develop all ideas, but time constraints usually limit the number that can be prepared. The ideas ranked highest by the team are selected for further review with members of the design team for their input. Each student team selected the most promising ideas for further development. Development Phase The VM module I participants developed the most promising ideas during this phase. Many of the ideas were expanded into workable solutions. This development consists of the recommended design, estimated initial and life cycle cost comparisons, and a descriptive evaluation of the advantages and disadvantages of the proposed recommendations. It is important that the VM team convey the concept of their recommendation to the original design team. Therefore, each recommendation is prepared with a brief narrative to compare the original design method to the proposed changes. Sketches and design calculations, where appropriate, are also prepared in this part of the study. Recommendation Phase The last phase of the training and actual workshop is the presentation of recommendations. The students had an opportunity to present their ideas to their peers. An oral presentation of results is made on the last day of the training workshop to the owner and original design team. The instructors served as the “owner” in order to give feedback to the class. A draft report of recommendations is also submitted at this time. The student report, developed as an electronic file, The recommendations, the rationale that went into the development of each proposal, and a summary of the performance improvements as well as cost savings are presented so that the design team and owner can initiate an evaluation of the VM recommendations prior to the receipt of the formal VM report. Post-Workshop The post-workshop portion of the VM study normally includes preparation and submittal to the owner and the design team, the VM report incorporating the recommendations developed in the workshop. The students did prepare a VM report electronically for distribution. The design team would then respond to the VM report by either incorporating the recommendations into the design or presenting reasons for rejecting them. A summary of the cost savings resulting from the study and any requested re-design cost is normally also included in the designer's response reports, which, together with the VM report, are submitted to the owner for review. These two combined reports form the final VM report. This post-workshop effort also requires continued project follow-up to resolve any questions remaining with the VM proposals. Either the VM team or the appropriate VM team member responsible for the proposal in question works directly with the design team to finalize implementation. Certification The students that completed the course were awarded a module I certificate of completion signifying having met the SAVE International requirements. These students are now eligible to take the Associate Value Specialist (AVS) exam for certification by SAVE International. Next Steps All participants were encouraged to continue learning the value methodology. They were encouraged to join SAVE International/ HKIVM, and apply what they had learned to projects within their organizations. A VM Module II course and progression from an AVS to a Certified Value Specialist was also suggested as next steps in the learning process. Congratulations to all that participated!
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