Common Mistakes on CCM Applications
Rick Rye, CCM, project director, Fluor Corporation

The Certified Construction Manager (CCM) program, administered by the Construction Management Certification Institute (CMCI), is a fast-growing, ANSI-Accredited identifier of a professional practitioner in the construction management industry.  The number of individuals submitting themselves for candidacy is rapidly increasing.  Presently, more than 860 construction managers have earned the CCM designation, and more than 350 are in the process of application or preparing to sit for the examination. 

However, the CCM application process can be lengthy and involved, but it is the most important aspect of the process.  First, the applicant must effectively demonstrate to CMCI their experience and the responsibilities they have had in overall program/construction management.   Secondly, applicants must clearly demonstrate the leadership roles and responsibilities that will qualify for candidacy by the definition of responsible-in-charge, obtain letters of recommendation, and ultimately take a comprehensive examination.  If that is not enough, the applicant is faced with the challenge of clearly representing to the CMCI and an independent, objective CMCI Board of Governors that their education, experience, and leadership role meets the qualifying requirements of the CCM program.  The application goes under detailed scrutiny by the CMCI Board of Governors, of whom all are CCM professionals and hold responsible positions with CM-related employers.  

Underestimating Important Elements
Unfortunately, many of the applicants underestimate the most important parts of the application even though they are clearly emphasized in the Application Instructions.  Applicants commonly rely heavily on their professional education and their participation on major complex projects.   Other applicants have been found to gloss over the important elements of the application, thinking it somewhat unimportant, and support their qualifying experience by their job title or company position.  These alone are not qualifiers that meet the CCM criteria of professionalism.

Most mistakes are made because applicants don't follow or don't understand the application instructions.  Unfortunately, these common errors may cause the application to be rejected or will significantly delay the processing of the application or receiving recommendation from the Board of Governors to be advanced to candidacy, or both.   Some of the most common mistakes on CCM applications can be summarized as follows: 
• Applicants do not follow the instructions for project documentation. 
• Applicants supply incomplete application information.
• Applicants are not clear about the qualifying roles and responsibilities.
• Applicants have not clearly demonstrated responsible-in-charge that is required to qualify for candidacy.
• Applicants do not clearly document the qualifying time in general design and construction or responsible-in-charge experience.
• Applicants are too vague in documenting the required qualifying experience as required by the Qualifications Matrix.
•  Applicant’s education does not meet the accreditation criteria established by CMCI. 
Although there can be many other mistakes and shortcomings that interrupt the application process,  there are three errors that can be fatal flaws if not documented and demonstrated clearly to the Board of Governors.   These fatal flaws are the documentation for responsible-in-charge, the CM related degree, and clearly documenting that the applicant has the qualifying experience as an advocate for the owner and the project. 

Qualifying Responsible-In-Charge Experience
To be advanced to candidacy for CCM, the applicant must clearly document 48-months of responsible-in-charge role of... decision making that directly impact the successful completion of the project and were directly responsible-in-charge of construction management services and for protecting the interests of the project/owner.  Often the applicant appears to have the requisite experience and responsible-in-charge as necessary to qualify for CCM candidacy, however, they do not provide the required documentation – in its completeness - in Part V Project Experience Documentation to support the responsible-in-charge experience.  If there is any one most important part of the application, this is the most critical part of the application process, along with the applicant’s reference letters that substantiates this experience.  

This responsible-in-charge role is best determined when a CCM applicant clearly demonstrates CM experience as an extension of staff to the Owner and having been responsible for an entire project with pre-planning, design, construction, engineering and management expertise that can assure the best possible project outcome no matter what type of project delivery method was used.

A common misunderstanding by some applicants is that the responsible-in-charge requirement can be fulfilled by focused specialty services such as administrative project management, project administrator, systems management or other support services that can be a diversified part of the construction management or a project team.  However, responsibilities as a project team support member, such as Administrative Project Manager, even though the responsibilities can be comprehensive, does not in itself fulfill the requirements of a CCM candidacy.  

The most successful documentation to support 48 months of responsible-in-charge experience generally relates to building construction or construction management experience as represented by the CMAA Construction Management Standards of Practice.  Specifically, CCM certification requires management responsibility in multi-functional areas as represented by the CCM Qualification Matrix. In addition, by granting certification, CMCI represents to the general population of clients and construction users that the individual has demonstrated the comprehensive knowledge and skill-sets needed to plan, direct, and manage a CM project and/or project organization.  

The CMAA Construction Management Standards of Practice is clear about the leadership role expected of professional construction managers overseeing the integrated systems and multiple disciplines that compose a CM team. For example, a qualifying level of responsibilities will include work in construction project control and development, site planning, design, construction methods, construction materials, value analysis, cost estimating, scheduling, contract administration, accounting, business and financial management, safety, building codes and standards, inspection procedures, engineering and architectural sciences, mathematics, statistics and information technology. 

Another common mistake is not being specific enough in demonstrating the responsible-in-charge role for each specific project that is used to represent the required 48 months.   It is imperative that specific responsibilities be furnished for each phase of each project.   Providing a one-time summary intended to fit all project experiences is not satisfactory, does not comply with the application requirements, and will not pass the Board of Governors review.   

The CMCI Governors watch for the documentation of project experiences that involve multiple trade types and a reasonably complex built environment.  In the size and scope section of the application, the applicant should explain as clearly as possible, and in detail, the portion of the project in which he or she was responsible-in-charge. The Board of Governors reviewers will use their judgment, based on the information provided by the applicant, to determine that the project is sufficiently complex to qualify. 

It is essential that the project documentation explain and demonstrate that the experience meets the basic definition of responsible-in-charge.   Most importantly, the question must be satisfied that the applicant’s decision making responsibilities had direct impact on the successful completion of the project and that the applicant was directly responsible-in-charge for construction management services and for protecting the interests of the project and owner. 

For example, in the case of the pre-construction phases related to design and procurement, the candidate is expected to demonstrate that he or she has directly contributed to those phases from a position as a CM and does not require that they be in direct control of design and procurement in these phases.  The candidate is expected to be in control of managing the process, not the actual design and/or procurement work.  Another example: In the construction phases, the candidate must demonstrate that he or she functioned in a leadership role and was in charge of a project with responsibilities to enhance the control of time, cost, and quality. The candidate must have protected the interests of the project owner through their actions in providing the CM services. 

The 48-month responsible-in-charge experience period requires actual daily responsible-in-charge experience and involvement with the listed projects.  In general, corporate principal oversight roles do not satisfy this requirement, but active involvement as a Project Executive may do so. 

Having a CM Related Degree
A common mistake by some applicants is not having a qualifying CM related degree.  CMCI defines these degrees to include most commonly Architecture, Engineering, Construction Management, or Construction Science/Engineering.   A CM Diploma, even though from a reputable university or other institution, is a compliment to the applicant’s personal development in CM services, but these non-degree programs alone do not meet the four year curriculum criteria established by CMCI.   The qualifying academic experience is expected to include studies in project organizations and management, scheduling, and implementation and execution, cost control applications, constructability, value engineering, contract management, and construction investments and finance as generally accredited by governing bodies such as the American Council for Construction Education, the Accreditation Board for Engineering and Technology or the National Architectural Accreditation Board.   When submitting an application with a CM related degree from a program not accredited by one of these organizations an official transcript must be included.

When the applicant does not have a CM related degree, the documentation must support a minimum of 96 months, or eight years, of general design, construction, engineering, or construction management experience in addition to the 48 months of responsible-in-charge experience needed to qualify for CCM candidacy.  This qualifying experience is not to be underestimated in importance. General design and construction experience qualifying as a substitution for a CM related degree is expected to include project related services that employ the applications and techniques of disciplined design, construction and planning.

More specifically, this experience is defined as related to the design and construction process. Construction management has clearly evolved from architecture, civil and related engineering, general contracting, and project management of the built environment. Qualifying experience must include working in an environment of coordinating and executing projects through the assembly of materials, equipment, budgets, schedules, contracts, and safety of employees and the general public. Experience focused on specific systems, electronics, or computer technologies, even though related to the construction industry, does not fulfill the required experience and criteria as qualifying substitutions for the CM degree.

It is very important that the applicant clarify and distinguish clearly the qualifying experience for responsible-in-charge compared to the general design/construction experience.   A total of 144 months of non-overlapping experience must be clearly documented. 

A CCM as Advocate for the Owner
A common shortcoming in applications is not being clear about the CM contract role and relationship with the owner when documenting the project experiences as responsible-in-charge.  Many different approaches can be used to successfully deliver a project.   However, in terms of fundamental differences that are characteristic of professional CM services, the basic delivery methods are reduced to: Traditional design-bid-build with a single GC; multiple prime contracting; CM-at-risk; and design-build. The most important criterion for a professional CCM, and the differentiator from other professional recognition, is the specific characteristic of being a representative of the owner’s best interest.   This is best characterized by “open-book” financial records.  Experience as the general contractor or one of the prime or trade contractors is not considered acceptable responsible-in-charge experience if these are contracted in a lump sum or fixed price contract.

In order for the project experience to qualify for CCM, it is generally expected that the applicant or his employer’s role will be as an Agency CM or CM-at-Risk.  Additionally, if the employer’s role was as CM-at-Risk, they should have managed the construction phase in an “open book” manner, with full accounting of project costs available to the owner.  CMCI is looking for candidates who are in a position to protect the interests of the owner. 

The “open book” method requires full disclosure of all cost and expenditures to the owner and the owner’s representative.  The intent is to clearly demonstrate to the owner, in a contractual relationship, all information on income and expenditure including all cost, fees, records, books, and estimates. This includes access to all supporting documentation, e.g., materials and equipment suppliers' and subcontractors' original invoices, receipts, and bills of lading.

In the traditional CM agency role, all work scope categories, including negotiated or competitive bids, are fully transparent with the owner actively involved in cost evaluations and award of contracts, purchase orders and subcontracts.  Any cost savings or reductions typically revert to the owner.  When a CM-at-Risk is contracted, and the CM develops a guaranteed maximum price (GMP) all pricing information from the trade subcontractors, suppliers and services is shared with the owner and the owner’s representative.   This stands as the key difference between general contracting and the conventional contracting methods, where risk contingencies, profits, and other acquired margins are not disclosed.  Additionally, the applicant’s references must certify that the candidate has functioned in a CM role with responsibility to enhance the control of time, cost and quality on the qualifying project and/or projects while owner’s interests have been acceptably protected. 

Many public and private entities provide construction management services using in-house resources, with or without a third party (consultant) construction manager.  Such experience is generally acceptable as responsible-in-charge experience as long as all other criteria are met. 

Demonstrating Your Commitment
The CCM designation is representative of an individual’s commitment to excellence.   This accomplishment is a benefit to both the CM industry and the public at large, but the first step is to get through the application process.   It is important to read the Application Instructions carefully and take seriously the qualifying requirements that will lead to candidacy.   The CMCI is ready to assist with any questions or clarification about the application process or the required documentation.   Feel free to contact CMCI at www.CMcertification.org or contact Michele Dunlap at 703-677-3364 or mdunlap@cmaanet.org.