The Role of the User's Representative

The User's Representative is responsible for providing adequate information to the Project Manager to enable Physical Planning and Construction to deliver a project that the meets the client/unit's needs, with minimal disruption of day to day activities. The Project Manager will try to get all of the relevant information from the User's Representative at the very beginning of the project, in what is called the 'Programming Phase.' The later in the development of a project that changes to the project scope are made, the more expensive it becomes to incorporate those changes.

• Changes are cheap in the beginning of schematic design, more expensive when construction documents have been completed, and even more expensive when the change can only be accomplished by writing a change order to the construction contract. The culmination of this dramatic price curve is when the change can only be incorporated into the project by demolishing what has already been built to replace it with what is now desired.

The User's Representative is responsible throughout the design and construction process for providing pertinent project information to his or her unit, and for alerting the Project Manager to the concerns of the unit.

At the end of the design, before the project goes out to bid, the User's Representative will be given the project plans and specifications for approval. It is absolutely essential that the documents be completely reviewed (and understood!) at this time. Now is the time to check that the data outlets, for example, have been correctly located. Perhaps this requires checking with others in your unit, to be sure that something has not fallen between the cracks. Do not be bashful about asking your Project Manager to "walk you through" the plans as many times as you need to understand and visualize what the new construction will be. This is the time to be sure that your unit is getting what it requires.

Your Role as the Client

Successful project development depends on the recognition of shared responsibility. The assigned representative of the unit requesting construction, the client, must be prepared to devote adequate time to research and provide information to make possible the project's completion. The client responsibilities include:

• Working with the Project Manager and other members of the program team to decide specifically what you want to do. Establishing your program for the project is the first and most basic step. If the program is not clear, or not agreed upon, the project cannot proceed.
  
• Attending design meetings with the Project Manager, outside consultants and other parties to facilitate program, design, and budget decision-making. These meetings may occur as often as weekly during the early design phases on major projects.
  
• Working with the Project Manager to develop a schedule for the project.
  
• Providing prompt answers to questions related to the program requirements and the way in which the occupants function. The level of detail required increases as the design progresses. Whenever possible, provide program and other technical requirements in writing.
  
• Providing catalogue data and other detailed information on special scientific equipment to be used in the space, including utility requirements, weight, etc.
  
• Assuming responsibility for identification and procurement of specialized equipment such as scientific research equipment. (The responsibility of the project management is limited to built-in equipment and building furnishings.)
  
• Seeing that adequate funds are available. It is the Project Manager's responsibility to provide the most cost effective design solution, and assure that funding has been made available. However, the Project Manager cannot provide funds. If departmental or University funds are to be used, you, as the client, have the responsibility to make adequate funds available to meet the project's cost requirements. If necessary, you will be called upon to assist in reducing the scope of the work to meet the budget.
  
• Allowing adequate time for the project's completion. Most smaller projects that do not require special approvals will take from several weeks to 12 months for design and construction, depending on the scope and complexity. Projects with significant design impact on the campus must be approved by the Regents. These are usually much larger projects requiring from 12 months to five years for completion. A typical schedule for a new building on the campus would allocate three months for programmming, 16 to 18 months for design, and 15 to 24 months for construction. The availability of the client over the course of the project is crucial to the successful completion of the work.
  
• Making sure the construction site is vacated (if it is on your premises) and available without interruption during the construction period.
  
• Identifing an individual to take the lead role in final activation and occupancy of the building, with needed support provided by the Project Manager.
  
• Lastly, and perhaps most important of all, we ask that you be patient and realize that your unit is part of a large University in which a number of other University offices have an interest in facility construction work. Your Project Manager is your representative, but also represents the operational, utility, health and safety, fire, and legal offices, in-house as well as other agencies outside the University. The consensus of all of the entities must be maintained during the formulation of the project.

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