Roles
Project Role Types
Role Types categorize stakeholders based on their legal relationship to the project and their decision-making authority. Understanding role types ensures that responsibilities, liabilities, and contractual obligations are clearly defined.
| Role Type | Description | Examples |
|---|---|---|
| Principal | The project’s primary beneficiary (usually the client or developer). | Client, project owner, development manager. |
| Consultants | Professionals providing intellectual services and advice. | Architect, structural engineer, planner. |
| Lead-Consultant | The consultant in charge of coordinating and managing the rest of consultants. | Architect |
| Subconsultants | Consultants engaged by other consultants rather than directly by the principal. | Fire engineer hired by the architect. |
| Contractors | Perform physical works; deliver tangible project components. | Builder, plumber, electrician. |
| Main-Contractor | The Contractor in charge of organizing and subcontracting the rest of contractors | Builder |
| Subcontractors | Engaged by contractors or main contractors; do not contract directly with the principal. | Directly hired by builder: Tilers, Carpenters, Electrician, Formworkers… |
| Authorities | Regulatory bodies providing certifications, approvals, and oversight. | Council, energy authority, fire safety office. |
| Suppliers | Vendors providing materials or products. | Window manufacturers, paint suppliers. |
| Brands | Companies owning product lines used in the project. | Furniture or appliance brands. |
| Third Parties | Miscellaneous stakeholders not directly involved in contracts or decision-making. | Neighbors, community groups. |
Internal Roles
| Role | Responsibility |
|---|---|
| Project Manager | Oversee all realms and ensure contractual compliance. |
| Model Manager | Manage production assets and documentation quality. |
| Account manager | Handle quotes, invoices, and contract-related tasks. Normally, the project manager performs the role of account manager |
| DocDev Team | Produce and finalize modelling and documentation. |
Information: Production Realms
Admin
Purpose: Manage contractual obligations between Arcanary and the principal.
Activities:
- Lead management before project initiation.
- Issuance of quotes and invoices post-project acceptance.
- Handling proposals, signage, and formal notifications.
Business Objects: - Leads: Tracked until project acceptance.
- Quotes: Generated during negotiations or scope changes.
- Invoices: Issued as per contract milestones.
- Admin Assets: Cost documents and contractual communications.
Management
Purpose: Oversee the contractual relationship and procurement of consultants.
Activities:
- Issuing and managing RFQs for consultant services.
- Reviewing consultant quotes and costs.
- Managing consultant contracts and associated financials.
Business Objects: - RFQs: Missions for consultant procurement.
- Costs & Quotes: Tracked under admin assets post-procurement.
- Admin Assets: Includes consultant contracts and related documents.
Coordination
Purpose: Consolidate consultant inputs into a unified project proposal.
Activities:
- Exchanging RFIs with consultants for project alignment.
- Reviewing and integrating consultant deliverables.
- Organizing consultant inputs into production assets.
Business Objects: - RFIs: Missions documenting information requests and responses.
- Production Assets: Consultant deliverables stored for internal use.
- Updates: Ongoing communication managed through shared folders:
- Principal Folder
- Consultant Folder
- Site Folder (Main Contractor)
Design and Documentation
Purpose: Internally iterate designs and produce final project documentation.
Activities:
- Refining designs based on consultant inputs and requirements.
- Creating plans, specifications, and reports per Arcanary standards.
- Compiling final consultant documents into specifications.
Business Objects: - Production Assets: Internally generated design files.
- Specifications: Final documents forming the project’s source of truth.
- Updates: Issued to stakeholders via structured folder links.
- Packages (Missions): Deliverables for project stages, e.g.:
- DA Package: Includes architectural documents and consultant deliverables.
- CC/CDC Packages: Compiled per stage-specific requirements.
Project Realms
Realms are the backbone of Arcanary’s classification system, used to organize people, documentation, building elements, spaces, and products. Each realm has a numeric code (00–09) and defines where things belong within a project’s organizational and spatial context.
Realms Overview:
| Code | Realm | Primary Focus |
|---|---|---|
| 00 | General | Contracts, principal communications, third parties, and general administration. |
| 01 | Urban | Authorities, regulations, and infrastructure beyond the site boundary. |
| 02 | Site | Site-specific data, surveys, and legal conditions. |
| 03 | Architecture | Building envelope and architectural coordination. |
| 04 | Interior | Internal spaces, finishes, and furnishings. |
| 05 | Landscape | External site design, planting, and hardscape elements. |
| 06 | Structure | Load-bearing components forming the building’s skeleton. |
| 07 | Services | Utilities, engineering systems, and building operations. |
| 08 | Compliance | Regulatory assessments and performance standards. |
| 09 | Context | Environmental influences, entourage, and miscellaneous elements. |
Disciplines
Disciplines represent the professional expertise involved in the project. Every discipline is linked to a realm, ensuring the entire project is logically structured.
Disciplines by Realm:
| Realm | Disciplines Included |
|---|---|
| 00 – General | Principal and Client representatives (such as client’s PM), Contractors, Main-Contractor |
| 01 – Urban | Town planners, councils, infrastructure authorities, Heritage consultants |
| 02 – Site | Surveyors, geotechnical engineers, service locators. |
| 03 – Architecture | Architects |
| 04 – Interior | Interior designers, FF&E consultants, kitchen designers. |
| 05 – Landscape | Landscape architects, arborists, flora and fauna consultants. |
| 06 – Structure | Structural engineers, facade structural specialists. |
| 07 – Services | Mechanical, electrical, hydraulic, and fire engineers. |
| 08 – Compliance | Fire engineers, access consultants, acoustic specialists, traffic consultants |
| 09 – Context | third-party stakeholders, neighbours, associations, brands, suppliers |
Examples of use of realms classifying information
Classifying People (By Discipline)
Each discipline aligns with a realm, making it easy to understand who works on what.
| Discipline | Realm |
|---|---|
| Structural Engineer | 06 – Structure |
| Landscape Architect | 05 – Landscape |
| Traffic Consultant | 08 – Compliance |
| Service Locator | 02 – Site |
| Town Planner | 01 – Urban |
| Main Contractor | 00 – General |
Classifying Documentation
Documents are organized by the realm of the issuing discipline.
| Document Type | Realm |
|---|---|
| Structural Calculations | 06 – Structure |
| Landscape Master Plans | 05 – Landscape |
| Fire Safety Reports | 08 – Compliance |
| DA Applications | 01 – Urban |
| Site Survey Reports | 02 – Site |
| Contractor Agreements | 00 – General |
Classifying Spaces
Building spaces are categorized based on usage and responsible disciplines.
| Space | Realm |
|---|---|
| Plant Rooms | 07 – Services |
| Living Rooms | 04 – Interior |
| Outdoor Courtyards | 05 – Landscape |
| Entrance Lobbies | 03 – Architecture |
| Car Park Access | 01 – Urban |
Classifying Building Elements
Realms help differentiate which discipline owns which building components.
| Building Element | Realm |
|---|---|
| External Walls | 03 – Architecture |
| Structural Cores | 06 – Structure |
| Ceiling Finishes | 04 – Interior |
| Underground Pipes | 07 – Services |
| Roof Waterproofing | 08 – Compliance |
Classifying Products (Finishes, Fixtures, and Equipment)
| Product Type | Realm |
|---|---|
| Interior Wall Paint | 04 – Interior |
| External Cladding | 03 – Architecture |
| Garden Furniture | 05 – Landscape |
| HVAC Units | 07 – Services |
| Fire Doors | 08 – Compliance |
Time: Periods, Terms, Stages, and Phases
The Project Structure at Arcanary is built on four foundational layers: Periods, Terms, Stages, and Phases.
- Periods represent broad time frames: Design & Planning, Construction, and Usage.
- Terms break periods into key project milestones focused on decision-making and deliverables.
- Stages are detailed steps within each term, focused on obtaining specific deliverables or approvals.
- Phases represent the physical state of the project, indicating existing conditions, demolition, proposed works, or temporary installations.
Periods
The Highest Level of Time Classification
Periods represent the broadest divisions of time within the project lifecycle. They ensure that high-level planning and execution align with client objectives and regulatory requirements.
| Period | Description | Key Focus |
|---|---|---|
| Design and Planning (Pre-construction) | Feasibility, design development, and approvals. | Concept design, planning, documentation. |
| Construction | Physical building of the project. | Execution, compliance, quality control. |
| Usage and Life of Building | Post-construction occupancy and maintenance. | Operation, maintenance, lifecycle management. |
Terms
Key Milestones Based on Decision-Making and Detail
Terms further divide the Periods into focused phases based on project goals, decision-making, and detail levels. Each term encompasses specific Stages that define deliverables and necessary approvals.
| Term | Name | LOD | Objective | Decision-Maker |
| A | Analysis | 100 | Determine project feasibility and vision. | Client |
| B | Design | 200 | Refine design and obtain planning approval. | Planning Authority |
| C | Coordination | 300 | Achieve technical compliance for construction. | Certifying Authority |
| D | Development/Construction | 350 | Execute the construction according to the plan. | Certifying Authority |
| E | Usage | 400 | Operate and maintain the completed building. | Building Owner/Operator |
Stages
Deliverable-Focused Subdivisions Within Terms
Stages represent focused segments within terms. Each stage has a specific objective, deliverable, and approval requirement. Unlike terms, which emphasize process and decision-making, stages are task-oriented and tied to concrete outputs.
A – Analysis Stages:
| Stage | Name | Objective | Key Activities | Deliverable |
| FE | Feasibility | Demonstrate project viability through analysis. | Cost analysis, site constraints, planning checks. | Feasibility Report |
| PR | Preliminaries | Set administrative foundations and gather data. | Consultant identification, site surveys, 3D scans. | Existing Conditions Documentation (LOD 350) |
| SD | Schematic Design | Explore site-wide design options. | Concept designs, massing studies, client presentations. | Concept Design Package |
B – Design Stages:
| Stage | Name | Objective | Key Activities | Deliverable |
| DD | Design Development | Refine design to meet client brief and compliance. | Space planning, consultant integration, compliance checks. | Developed Design Package |
| DA | Development Application | Obtain planning authority approval. | Compliance diagrams, architectural plans, consultant coordination. | DA Submission Package |
C – Coordination Stages:
| Stage | Name | Objective | Key Activities | Deliverable |
| CC | Construction Certificate | Achieve compliance approval for construction. | Documentation at LOD 300, compliance checks, authority coordination. | CC Approval Package |
| CDC | Complying Development Certificate | Obtain fast-tracked construction approval. | Code compliance documentation, certifier coordination. | CDC Approval Package |
| TD | Tender | Secure a main contractor through tendering. | RFT preparation, contractor evaluation, cost assessments. | Signed Construction Contract |
D – Development/Construction Stages:
| Stage | Name | Objective | Key Activities | Deliverable |
| CD | Construction Documentation | Provide detailed construction documents. | IFC sets, construction sequencing documents, subcontractor packages. | Construction Documentation Set (LOD 350) |
| CS | Construction Support | Assist contractors with clarifications and issues. | Site visits, detailing clarifications, on-call support. | Site Instructions & Updated Documents |
| CA | Contract Administration | Manage the contract between client and contractor. | Progress claim assessments, site inspections, dispute resolution. | Progress Certifications & Reports |
| OC | Occupation Certificate | Obtain legal occupancy approval. | Certification gathering, compliance checks, final inspections. | Occupation Certificate |
E – Usage Stage:
| Stage | Name | Objective | Key Activities | Deliverable |
| CO | Consulting | Provide standalone consulting services. | Advisory sessions, technical reviews, client consultations. | Consulting Reports & Recommendations |
Phases
Physical States of the Project
Phases refer to the physical conditions and transformation of the project site over time. Unlike periods, terms, or stages (which are time and deliverable-driven), phases focus on the physical state of the building elements throughout the project lifecycle.
Key Characteristics of Phases:
- Every element of the project is created in one phase and may be demolished or modified in another.
- Phases can be segmented by areas of the project (e.g., Phase 1 for one part of the building, Phase 2 for another).
- Phases can overlap depending on the construction strategy and site logistics.
Common Phases in a Project:
| Phase | Description | Example Activities |
| Existing | Represents the current state of the site/building before any works. | Site surveys, existing conditions documentation. |
| Demolition | Removal of existing elements as per design or regulatory requirements. | Wall removals, structure clearances, interior strip-outs. |
| Proposed | Installation of new building elements and structures. | Erection of new walls, installation of finishes, services setup. |
| Temporary | Elements that serve temporary purposes during construction. | Site hoardings, temporary supports, scaffolding. |
Building Classification
In Australia, the Building Code of Australia (BCA), part of the National Construction Code (NCC), classifies buildings into different classes based on their intended use. These classes are essential for determining building requirements, including fire safety, access, and structural provisions.
Class 1 – Residential Buildings (Houses & Townhouses)
Class 1a:
- Single dwellings (e.g., detached houses or townhouses).
- Includes attached dwellings separated by fire-resisting walls.
Class 1b:
- Boarding houses, guest houses, or hostels with:
- ≤12 occupants
- ≤300 m² floor area
- Located in areas other than within a Class 1a dwelling.
Class 2 – Apartments
- Multi-unit residential buildings (e.g., apartment complexes).
- Includes dwellings above or below other dwellings or above a Class 5, 6, 7, 8, or 9 part.
Class 3 – Residential Accommodation (Other Than Class 1 or 2)
- Hotels, motels, hostels, boarding houses with >12 occupants.
- Accommodation for unrelated persons (e.g., aged care, student housing).
Class 4 – Caretaker’s Residence
- Single dwelling within a non-residential building.
- E.g., caretaker’s residence in a warehouse or office building.
Class 5 – Office Buildings
- Professional or commercial office spaces.
- Includes banks, consulting rooms, and government offices.
Class 6 – Retail & Commercial Premises
- Shops, cafes, restaurants, hairdressers, showrooms, and service stations.
- Premises where goods or services are sold directly to the public.
Class 7 – Storage & Car Parks
Class 7a: Car parks (not within Class 6 premises).
Class 7b: Warehouses, storage facilities, and wholesale facilities.
Class 8 – Laboratories & Factories
- Industrial buildings for production, assembly, or processing of goods.
- Includes factories, workshops, and laboratories.
Class 9 – Public Buildings (Health Care, Assembly, Aged Care)
Class 9a: Health care buildings (e.g., hospitals, clinics).
Class 9b: Assembly buildings (e.g., schools, cinemas, churches, sports arenas).
Class 9c: Aged care facilities requiring permanent care.
Class 10 – Non-Habitable Buildings & Structures
Class 10a: Non-habitable buildings (e.g., sheds, carports, garages).
Class 10b: Structures (e.g., fences, swimming pools, retaining walls).
Class 10c: Private bushfire shelters.