THE DESIGN PROCESS OF BUILDING REFURBISHMENT PROJECTS

AZLAN SHAH ALI, Assoc. Prof. Dr. ISMAIL RAHMAT

Assoc. Prof. Ar. NOORHASHIMAH NOORDIN

Faculty of Architecture, Planning and Surveying

University Technology MARA (UiTM)

40450 Shah Alam, SELANGOR Abstract Refurbishment work is one of the important sectors in the construction industry and has grown actively in this country. The popularity of refurbishment is well known and seen to be an option at the end of service life for a building. It also plays an important role as an alternative to the new development of building. Nevertheless, the complexity and uncertainty of refurbishment projects make it difficult to manage. Design process is vital toward the successful of construction project. It is complex that consists a multiple interacting feedback processes from the project actors and non liner relationship within the process. Due to the nature, it is hard to plan and manage the process of design. The uncertainties and complexities of design process and refurbishment projects require different approach from the new build The research is to study the effect of uncertainty towards the performance of building refurbishment design

process. The objectives are to identify the factors that course uncertainties in refurbishment design process and

mechanisms to manage the uncertainties of the design process. Key Words: Uncertainty, Building Refurbishment, Design Process, Performance 1.0 Introduction 1.1 Research Background In a highly competitive construction market, designers need to respond efficiently in order to meet client requirements. Efficient management in design process is paramount to provide quality design within budgeted cost and to ensure project running smoothly. The management of design process is an important and difficult task. The way it is manage can affect the performance of the refurbishment projects. Building refurbishment refers to upgrade, major repairs work, renovations, alterations, conversions, extensions and modernization of building, but exclude routine maintenance and cleaning work (Quah, 1988). Refurbishment project is one of the most risky, complex and uncertain within the construction industry (Egbu, 1992, 1996; Rahmat, 1997; Brandon et al., 1999; McKim et. al., 2000; Rayers and Mansfield, 2001). Even though the difficulties characteristic in managing refurbishment projects, it‟s had grown rapidly in UK for the last 30 years and the trend is now spreading over to this country.

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Substantial growth in refurbishment project required deep understanding and knowledge in managing

refurbishment project. According to Quah (1988) and Young and Egbu (1992) the study of refurbishment

relatively ignored and more focus had been gave to research for new building.

This research will study on the effects of uncertainty and design‟s team organizational structure on

the performance of building refurbishment design process, with focus on role of the building

refurbishment designers.

1.2 Problem Statement Refurbishment project has grown rapidly in developed countries such as UK and US. The grown had

spread over to Malaysia with high number of ageing building and change of usage. Many researchers agreed that refurbishment projects are different in many situation compare with new

project (Quah, 1992; Egbu, 1992, 1996, 1997; Rahmat, 1997). It had been identified that refurbishment

work is the most difficult compared to new build project (Quah, 1988; Egbu, 1994), and the main

characteristics of refurbishment work which are unique, high risk, full with uncertainty and complexity make

it difficult to manage. (Hoffmann, 1978; Harrington, 1979; Koehen and Tower, 1978; Chapman, 1980;

Hertz and Thomas, 1983; Teo, 1990; Flanagan and Norman, 1993; Boyd and Weaver, 1994; CIRIA, 1994;

Boothroyd and Emmett, 1996; Rahmat et al, 1998; Brandon et al., 1999; McKim et. al., 2000; Rayers and

Mansfield, 2001)

Efficient design process is critical for the project success (Chua et al., 2001; Manavazhi and Xunzhi, 2001;

Baldwin et al., 1999). According to Atkin et al. (2003), design process is complex and has to handle a

number of interdependencies. Atkin (2003) than added that design process is hard to plan and manage,

but it still necessary, due to it roles in construction process. Other studies made by McGeroge, (1988) and

Sterman, (1992) revealed the same problems in design process. Savido and Norton (1994) added that

uncertainty or untimely information make the situation more complex. The variety of problems may crop up

in the design phase due to inaccurate, in complete or untimely information. Study made by Koskela et al.

(1997) revealed the same issue that is lack of information become an obstacle to complete the tasks

successfully.

For design in refurbishment, Egbu et al. (1998) shown that less than 10% of design for construction

refurbishment project were completed for more than 75% before project started compared to ship

refurbishment, about 32%. Rahmat (1997) in his study found that about 20% of refurbishment project in

UK commenced with more than 80% completeness of design. Rahmat than added that 50% of

refurbishment projects commenced with 60% of design complete with majority of refurbishment project a

high proportion of design information could only be obtain during the construction stage. These indicate

that most of the refurbishment project commenced at site with high degree of uncertainty due to

uncompleted documentations.

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The existence of these characteristics in one situation demands different systematic approach to

handle it successfully. The problem is design for refurbishment projects is not complete before

tendering stage due to uncertainties. Question arises as can we get an accurate and complete

design for building refurbishment project before tendering stage? Therefore, this research will study

the impacts of uncertainties in design process and how to control it during building refurbishment

design process.

1.3 The Research Objectives The characteristics of refurbishment work with high risk, complex, uncertain and less predictable

Quah (1988), Egbu (1992) required improvements in their design process. According to Choo et al.

(2004), nature of design process with information-intensive and its iterative make it hard to manage.

These couple complexities and uncertainties lead to more difficult situation in managing

refurbishment project successfully.

Thus, in order to solve the aforementioned scenario, the author has listed the research objectives as

follows: 1. To identify variables that contributes to uncertainties of design process in refurbishment projects. 2. To examine the effect of uncertainties toward effective and efficient building refurbishment

design process performance 3. To examine degree of involvement of key participants in design process of refurbishment

projects. 4. To establish integrative control devices in managing design process for building

refurbishment projects in Malaysia

1.4 The Research Hypotheses Further to the research objectives, research hypotheses are as follows: 1 Uncertainty variables affects the performance of building refurbishment design process 2 The

performance of design process depends on project organizational structure 3 Coordination devices used in refurbishment design process depend on project organizational

structure. 4 Coordination devices used can improve the performance of building refurbishment design process 1.5 Scope and Limitations This research will study on design process in building refurbishment projects. RIBA plan of work consist

from stage A to M is used as the framework of design process. It focuses on the role of

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designers i.e. architect in managing design process from inception (stage A) to detail design (stage

E) and construction stage (stage H) for building refurbishment projects. The scope of this study will derived from the about 2000 architect firms in the whole Malaysia, who

are practicing and registered with Board and „Pertubuhan Architect Malaysia‟ (PAM). From this

number, author will sort out architect firms who had experience in designing and managing

refurbishment projects as a sample for this study. This will makes the research results valid for whole

regions in Malaysia.

The research study only related to the architects as a leader of design team for refurbishment projects. No data

shall be collected form others design participants such as engineers and surveyors due to assumptions that the

data from the design team leader‟s are sufficient for this study.

1.6 Relative Significant of the Research Outcome from this study is expected to benefit to the refurbishment project participants particularly for

designers, educators and the clients. The significant of contribution are as follows:

1. The identification of „design process‟ and uncertainty of refurbishment variables should be

helping the clients and designers to formulate strategies in their design process. 2. The outcomes from the research would give guidelines for the best practices to the designers,

contractors and clients in managing building refurbishment design process. 3. The outcomes from this research may improve designers‟ understanding on the importance of

their roles in delivering good design for building refurbishment projects. 4. Findings from this study could help the participants in design process to identify and understand their

roles in producing good quality of design for building refurbishment projects. 5. The outcomes from this study could assist the designers and clients to implement the

appropriate integration devices in their refurbishment projects

2.0 Literature Review

2.1 Introduction Refurbishment works is one of the important sectors in construction industry. It became an alternative

when the building has reach to the end of their service life, or fail to perform as required in its used

(Aikivuori, 1996). Aikivuori then found the refurbishment were initiated by several factors such as

deterioration, change in use, economic factor, economy and change on condition.

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According to Egbu (1999), the demand of refurbishment work had increase significantly for the last twenty

five years in UK. He observed from CCCIS (1996) and DOE (1981), stated that the refurbishment work

had increased to 42.32% from 22.46% respectively of the total UK construction output from 1981 to 1996.

However, this statistics did not include „do-it-yourself‟ work which normally done by house owner.

Therefore the actual numbers of refurbishment work most likely to be higher than the reported data.

Clancy (1995) estimated that refurbishment contract UK in 1995 contribute to 25% of all construction order

of the year and may increase for next decade due to use of existing assets more efficiently. This statement

than supported by Rahmat et. al., (2003) where in 2002 refurbishment work was estimated around 40% of

total output of construction in UK. According to Lee (1996), in the last decade, up to 50% of the

construction budget in US has been spent on form of renovation, remodelling and reutilizing existing

building. The US national average spending is 25% of new construction spending (US Census Bureau,

1998)

Further, through the observations, this scenario had then spread to Malaysia. The increase of ageing

building and trend to change of space usage due to economic factor gives indictors that

refurbishment sector has grow rapidly. In 2003, the Malaysian construction industry had contributed

1.9% to the total GDP growth and mostly contributed by residential construction activity. However,

unfortunately, there is no official published data shown the percentage of refurbishment work carried

out in this country. The unpublished data by CIDB shows that repair and maintenance work

contributed about 2% of construction output in year 2001. This data also not including „do it yourself‟

(DIY) work which normally do by the house owner themselves. Taking in to account DIY work, the

output could be higher.

2.2 Uncertainty in Building Design Process and Refurbishment Work Building design process defined by Hassan, (1996) as a process which maps an explicit set of client and

end-user requirements to produce based on knowledge and experience, a set of document that describe

and justify a project which would satisfy these requirements and other statuary and implicit requirements

imposed by the domain or the environment. According to Baldwin at el., (1999) building design process is

a multi-disciplinary process, performed in a series of iterative steps to conceive, describe and justify

increasingly detailed solutions to meet the needs of the client. Based on the definitions it indicates that the

design process involves with an inter-discipline and non-liner activities which is complex and full with

uncertainty.

The important of study in building design process has been proved by the previous researchers. Some of the

studies made in this area i.e. (Chua et al., 2001; Manavazhi and Xunzhi, 2001; Baldwin et al., 1999) revealed the

important of design process towards the success of construction projects. The design process in a construction

environment is extremely dynamic and complex which is consist a multiple interacting feedback processes and

non liner relationship (Sterman, 1992; Ogunlana et. al., 1998). Study by Bibby et al., (2003) showed that

construction performances in UK being are hindered

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by difficulty managing construction design process. The complexity of design process is driven by

lack of information, due to poor feedback received by the participants in the design team. Feedback

in design process is a paramount in order to ensure the communication among the design team flow

smoothly. According to Baldwin et al. (1999), the management of information exchange in design

process is critical. Austin et al, (2001) found the same result and added that information needs to be

understood and ultimately managed.

The design process would be more difficult to manage if the construction projects are complex and

uncertain. Quah (1988) pointed out that refurbishment is one of the most uncertain in construction

projects. The majority of refurbishment projects were found to be completed over budget and over

estimate time.

Refurbishment is a generic term including rehabilitation, modernization, renovations, alterations,

improvements, additions, repairs, renewal, retrofitting; the term does not include domestic

maintenance work such as cleaning and emergency maintenance (Quah, 1988). The definition

strengthens by Egbu et. al. (1998) by saying that refurbishment refer to such works as improvement,

adaptation, upgrading, rehabilitation, restoration, modernization, conversion, retrofit and repair which

are carried out on existing building for variety of reasons and excluding works such as cleaning,

decorating and emergency maintenance work.

Refurbishment work generally accepted to be more difficult to manage than new build (Koehn and Tower,

1982; Quah, 1988; Egbu, 1994, 1995) and unique in many ways and should be approached cautiously by

designers (Daoud, 1997). Some of the researchers added that refurbishment is more complex (Egbu,

1994; Boyd and Weaver, 1994), and need greater coordination than new build (CIRIA, 1994; Egbu, 1994).

Refurbishment work often suffers form delays and escalating cost due to high degree of uncertainty in

defining scope of work during design stage. It become more complex an uncertain when refurbishment

works involve with structure modification which is more sensitive, dangerous and difficult operations and

need to be executed carefully (Daoud, 1997). Researched by McKim et. al.(2000), reported problems of

reconstruction (refurbishment) projects included lack of information about the operating facilities, space

limitation for reconstruction project, maintaining of safety and health and involving many players such as

building users.

In early stage of refurbishment projects, the designers need to gather information from existing

building as much as they can before starting their design work. Design in refurbishment is different

from new built where designer has to suit their design with existing condition of the building. This

scenario make the designer had less interested involved in rehabilitation work due to limitation put on

their creativity and limited modification can be done, (Daoud, 1997). Daoud added that the designers

have to realize not much of their talent and creativity is used in creating new design for refurbishment

projects.

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Galbraith, (1977) said that uncertainty defined as a difference between the amounts of information

available to perform a task. According to Driskill and Goldstein, (1986) uncertainty in organizational

communication means as a lack of information, knowledge, beliefs and feelings necessary for

accomplishing organizational tasks. Ward and Chapman, (2002) supported the definition by saying that

uncertainty is „lack of certainty‟ and also about „ambiguity‟ associated with lack of data, detail, structure to

consider issue, working and framing assumptions and sources of bias. Based on the definition above, a lot

of uncertainties characteristic occurred in the design process for refurbishment projects. The amounts of

information always lacking during design stage which force the designers to use “gut feeling” in solving

design problems.

According to Winch, (1989) there is strong relationship between complexity and uncertainty in

construction project. No matter what condition of the project, both the uncertainty and complexity

normally exist at the same time. This view is than supported by other researchers such as Thomson

and Perry, (1992), Smith, (1989) and Rahmat, (1997). Therefore the author will use term complexity

and uncertainty interchangeably with referring to the same meaning.

Gary‟s study, (1983) defined the complexity is technically a difficult task. Malzio et al., (1988)

suggested that a complex process is that which comprises of operations that are innovative and

conducted in an uncertain situation or that which involves operations that are not clearly defined or

lack a complete specification. Other research, such as Hill (1991) says that complexity associated

with the size and diversity of tasks involved in a production process and the implications of decisions

in terms of investment, cost, time and people. Complexity also defined by Bennett, (1992) as a

different actions need to produce the end product.

The above reviewed literature seems to suggest that management of uncertainty is important especially for

project which dealing with uncertainty and complexity conditions. Ward and Chapman (2002) suggested

that a broader perspective concerned with managing uncertainty is needed for successful of construction

projects. Therefore, key participants of refurbishment project needs a systematic management and deep

understanding about the concept of refurbishment from inception stage to completion for refurbishment

projects. It was identified that refurbishment is one of the least understood and most under-researched

sectors, especially in the management of such works (Quah, 1988; Egbu, 1994). Due to high demand of

refurbishment projects in this country, the further research in this area is urgently required.

3.0 RESEARCH METHODLOGY

3.1 Theoretical Framework From the literature reviews revealed the relation ship between the refurbishment uncertainties variables and

organizational variables with performance of refurbishment design process as shown in.

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The intervening variables as a control mechanism to minimized negative effect from independent

variable to dependent variables which need further testing.

3.2 Data Analysis The first stage of the research start with identifies preliminary data collected through extensive

literature review. The research problem and the variable are then be identified. From the relationship

of variables the theoretical framework being build up and will further be tested during exploratory

survey.

In second stage the author would carry out exploratory research with the objective to identify the

sample size in the market, size of refurbishment project, location, type of building and problems

related to design for refurbishment projects in Malaysia. It will follow by semi-structured interview to

clarify variables and the theoretical concept is generally accepted.

Final stage of the research consists of structured interview with selected respondents. All the

collected data will be analysed using quantitative statistical analysis. The correlation test between the

dependent, intervening and independent variables will determine the relationship between

performances of refurbishment design with uncertainties and control mechanisms. Conclusion of the

study will derive based on the result achieved from the data analysis.

4.0 CONCLUSION The literature review revealed that building refurbishment is one of the most uncertain construction

projects. The performance of refurbishment projects tend to be poor. Majority of them completed with

over budget and over estimated time. One of the factors that contributed to poor performance is

degree of accuracy and completeness of the design.

Literature review also revealed that the degree of integration during the design process affected

design performance. The higher the degree of integration during design process, the more accurate

and complete is the design.

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