Procedures for Planning and Preparation

PROCEDURES FOR PLANNING AND PREPARATION, IMPLEMENTATION, CONTROL Background Education is one of the main aspects of the country's development. That way education must be prepared in such a way. Educational infrastructure facilities are important in supporting the implementation of educational goals. In this case, project management is needed. Project management will maximize potential and resources, create proper project planning, manage integration, and manage risk. So project management should be carried out in the right stages. This paper will discuss project management related to project planning and preparation procedures, project implementation procedures, project control procedures, and project evaluation procedures. Project Planning and Setup Procedures Planning is one of the most important functions of project management, which is to determine the steps of future activities needed to achieve goals. Planning is a process that tries to lay the foundation of goals and objectives including preparing all the resources to achieve them. According to Iman Soeharto (1997) planning provides a guide for implementation regarding the allocation of resources to carry out activities. A good plan requires clear descriptions of the relationship between the elements that are part of the plan so that all parts of the organization and the personnel involved know the intended course of action. The elements of project planning include: 1) Schedule Schedule is the translation of project planning into a systematic sequence of activity steps to achieve goals. 2) Forecast Forecasting is a systematic effort to look at future conditions with available data. The purpose of forecasting is to provide information to be used as a basis for planning and control. 3) Target A goal is a specific objective towards which all activities are directed and endeavored to achieve. 4) Policies and Procedures Policies can be defined as statements that provide guidance on decisionmaking issues. Policies provide boundaries While procedures explain how to make decisions based on the guidelines, they also define the limits of what activities can and cannot be done in a particular problem. 5) Budget Budget is a form of planning that cannot be separated in project activities in particular and companies in general. A budget shows the planned use of funds to carry out work within a certain period of time. In addition, the systematic approach to project planning according to Iman Soeharto (1997) is characterized by the following steps: 1) Define Objectives Objectives can be interpreted as guidelines that provide direction for all activities to be carried out. 2) Defining the Goal Goals are specific points that need to be achieved to realize a predetermined goal. 3) Assessing Starting Position Against Objectives Assessing the initial position and situation towards goals or objectives is intended to determine the extent of the organization's readiness and position at the beginning towards existing goals. 4) Choosing an Alternative There are always several alternatives that can be used to realize goals and objectives. Therefore, choosing the most suitable alternative for an activity to be carried out requires foresight and studies need to be carried out so that the chosen alternative is not detrimental in the future. 5) Develop a series of steps to achieve the goal This process consists of determining the best possible course of action after taking into account various constraints. Project Implementation Procedure Companies and institutions will always need project management to achieve goals more effectively. This project management method can reduce the risks that may occur during the completion of the project itself. On the other hand, project management can also maximize the potential of each person in the team. In this way, each employee can make a positive contribution from planning, implementing and managing the project. According to Tjokroamidjojo (2006) implementation is a process in the form of a series of activities, namely starting from a policy to achieve a goal, the policy is derived in a program and project. The following is an explanation of the stages in the implementation of development projects. Starting from the first stage, namely planning, to the final stage, namely maintenance and preparation for use, among others: 1. Planning Stage All construction projects usually start from an idea or plan and are built based on the needs of the parties involved, the owner. The project scope having been established in the terms of reference, the project enters the detailed planning stage this involves: a. Project plan (outlines activities, tasks, dependencies, and timeframes). b. Plan resources (list of labor, equipment, and materials needed). c. Financial plan (identify labor, equipment and material costs). d. Quality plan (provide quality targets, guarantee control measures). e. Plan risks (highlighting potential risks and actions taken to mitigate them) f. Plan acceptance (list of criteria that must be met to gain customer acceptance) g. Plan communication (list of information needed to inform stakeholders) h. Procurement plan (identifies products to be sourced from external suppliers) At this stage the project has been planned in detail and is ready for execution. 2. Feasibility Study Stage This stage is to convince the project owner that the proposed construction project is feasible. Activities carried out: a. Develop a rough project design and estimate costs. b. Foresee the benefits to be gained. c. Prepare a project feasibility analysis. d. Analyze the environmental impacts that will occur. The parties involved are feasibility study consultants or construction management (MK) consultants. 3. Explanation Stage (Brieffing) At this stage the project owner explains the project functions and allowable costs so that the planning consultant can correctly interpret the owner's wishes. Activities to be carried out: a. Develop a work plan and appoint planners and experts. b. Considering user needs, site and field conditions, planning design, estimated costs, quality requirements. c. Prepare the scope of work, schedule, and implementation plan. d. Sketching with scale scale so that can illustrate the plan and boundaries of the project. The parties involved are the owner and the Planning Consultant. 4. Design Stage At this stage is to do a more detailed design (design) in accordance with the wishes of the owner. Such as making drawing plans, specifications, cost budget plans (RAB), implementation methods, and so on. Activities carried out: a. Develop the project envisioning into the final completion; b. Check for technical issues; c. Request final approval from the project owner. Preparing: a. Detailed design; b. Working drawings, specifications and schedules; c. Quantity list; d. Estimated final cost. The parties involved are planning consultants, MK consultants, value engineering consultants and or quantitiy surveyor consultants. 5. Procurement/Tender Stage This stage aims to find a contractor who will work on the construction project, or even find a sub-contractor. Activities carried out: a. Prefabrication b. Contract Documents The parties involved are the owner, construction service provider (contractor), MK consultant. 6. Implementation Stage (Construction) The goal at this stage is to realize the building needed by the project owner that has been designed by the planning consultant within the agreed cost, time limit, and with the following quality that has been required. The activities carried out are planning, coordinating, controlling all operations in the field. Planning and control activities are: a. Planning and control; b. Implementation time schedule; c. Field organization; d. Labor; e. Equipment and materials. Coordination Activities a. Coordinate all development activities; b. Coordinate sub-contractors. The parties involved are Supervisory Consultants and/or MK Consultants, contractors, Sub-Contractors, suppliers and related agencies. 7. Maintenance and Start Up Phase The objective at this stage is to ensure that the building is in accordance with the contract documents and that all facilities are working as intended. The activities carried out are: a. Prepare implementation data, both in the form of data during implementation and as build drawings. b. Carefully inspect the building and repair any damages. c. Prepare operational/implementation instructions and maintenance guidelines. d. Train staff to carry out maintenance. The parties involved are Supervisory Consultant/MC, user, owner. Project management plays an important role in the smooth completion of a project. With well-organized management, the project can run effectively and efficiently both in terms of human resources, costs, and time. Project Control Procedure According to Arief Suadi (1995) control is a process to make an organization achieve its goals. Control is carried out along with project implementation. Project control is carried out so that the project continues to run within the time, cost and performance limits set in the plan There are several differences between planning and control, namely: Planning concentrates on setting directions and goals, allocating resources, anticipating problems, motivating participants to achieve goals. Whereas control concentrates on controlling work towards goals, effective use of resources, correction, rewarding achievement of goals. There are at least three steps in the project control process, including: a. Define performance standards such as technical specifications, budgeted costs, schedules or resource requirements. b. Comparing actual performance with standard performance. c. Take corrective action against the cause of the difference between actual performance and standard performance. Project Evaluation Procedure Project Evaluation, known as a project feasibility study (or business feasibility study on business projects), is an assessment of a proposed project (or business), whether it can be implemented (go project) or not (no go project), based on various aspects of the study. The goal is to find out whether a project can be implemented successfully, so as to avoid too much capital investment for activities that turn out to be unprofitable. In terms of when the evaluation is carried out on the project, four types of project evaluation can be distinguished: 1) Evaluation of the proposed project to be established (pre-project evaluation); 2) On-construction project evaluation; 3) On-going project evaluation. 4) Post-project evaluation study. 1. Things to Know in Project Evaluation Before a project evaluation is conducted, it is necessary to identify the following: a. Scope of Project Activities, i.e. in what areas the project will operate (mission statement of business). b. The way the project activities are carried out, i.e. whether the project will be handled alone, or also handled by (some) other parties. c. Evaluate the aspects that determine the success of the entire project, i.e. identify the key success factors. d. The facilities required by the project, involves not only needs such as: materials, labor, and so on, but also supporting facilities such as roads, transportation, and so on. e. The results of the project activities and the costs incurred to obtain the results. f. The beneficial or adverse effects of the project. g. The steps of the plan to set up the project, along with the schedule of each activity. 2. Differences in Project Evaluation Intensity Not every project will be scrutinized with the same intensity. Some projects may have to be researched in great depth, covering a wide range of influential aspects. Some others may It is enough to scrutinize only a few aspects. Some are even researched simply and informally. Several factors determine the intensity of project evaluation studies: a. Amount of funds invested: the larger the funds invested, the greater the intensity of the study. b. Degree of project uncertainty: the more difficult it is to estimate sales revenue, costs, cash flow, etc., the more cautious the project evaluation study will usually be. c. Complexity of the elements affecting the project: the more complex the factors affecting the project, the more careful and in-depth the project evaluation study. 3. Agencies Requiring Project Evaluation: As explained in the previous section, project failure can be detrimental: to the investor, to the financier, to the government. Therefore, these are the institutions that need project evaluation. a. Project owners (investors) and potential business partners: will pay attention to the prospects of the business, i.e. the expected level of profit along with the level of investment risk. Usually, the higher the rate of return, the higher the risk. b. Financing providers (creditor banks, leasing companies, venture capital companies, underwriters if through the stock exchange, capital goods export credit agencies, and donor agencies that may participate in financing the project): pay attention to the security of the funds they lend, because they expect that the interest and principal installments of the loan can be paid on time. Therefore, they will pay attention to the pattern of fund flow over the term of the loan c. Government: interested in the benefits or impact of the project on the national economy as well as the impact on the environment. 4. Two Types of Feasibility Evaluation To minimize the cost and effectiveness of the activity, the project feasibility evaluation was conducted in two stages: a. Preliminary study (Pre-evaluation study) The purpose of the Preliminary Evaluation is to determine the following factors critical factors that may hinder the business operations of the project to be built. Possible decisions from this stage include canceling the investment plan, revising the investment plan, or continuing the evaluation of the project investment plan to the next stage, the project feasibility study. b. Project Feasibility Study The main focus of a project feasibility study is centered on at least four aspects: (1) market and marketing aspects of the goods or services to be produced by the project; (2) production, technical and technological aspects; (3) management and human resource aspects; and (4) financial and economic aspects. 5. Stages of Project Evaluation Project Evaluation can be divided into several stages: 1) The idea discovery stage, which is research into the market needs and product type of the project. If there is more than one idea, then usually the decision maker will be influenced by three factors: (1) the decision maker's business intuition; (2) the decision maker's technical understanding of the project; (3) the belief that the project can deliver. 2) Research Stages; i.e. examining several project alternatives with various scientific methods. Starting with collecting data, processing the data based on relevant methods, analyzing and interpreting the results of data processing with appropriate analytical tools; summarizing the results to the work of making a report on the results. 3) Evaluation Phase (Preliminary Evaluation and Project Feasibility Evaluation). Evaluation means comparing something based on one or more standards or criteria, where these standards or criteria can be quantitative or qualitative. What is compared in a project feasibility evaluation is usually the benefits with all the costs that will be incurred. 4) Feasible Proposal Ranking Stage. If there is more than one proposed project plan that is considered feasible, and if management has limitations in carrying out these projects, then management can determine the priority of feasible proposals based on predetermined ranking criteria. 5) Implementation Plan Stage. After determining which project plan will be carried out, it is necessary to make a work plan for the implementation of project development (construction); starting from determining the type of work, the time required for each job; the number and qualifications of implementing personnel; availability of funds and other resources; management readiness. 6) Implementation stage, which is the stage of realizing the construction of the project. If the project is completed, then the project is operationalized. In this operationalization, studies are also needed to evaluate the operationalization of the project. The results of this evaluation can be used as feedback for the company to always review the project continuously.