Best Practices in Managing WisDOT’s Mega & ARRA Projects

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ACEC/WisDOT Transportation Improvement Conference. Best Practices in Managing WisDOTs Mega & ARRA Projects. Breakout Session B, Track 4 Part 1 Gary Whited, CMSC. Best Practices on Megaprojects and ARRA Projects. A WisDOT Policy Research Project. By: - PowerPoint PPT Presentation

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Best Practices on Megaprojects and ARRA Projects

Best Practices in Managing WisDOTs Mega & ARRA ProjectsBreakout Session B, Track 4Part 1Gary Whited, CMSC

ACEC/WisDOT Transportation Improvement Conference

1

Best Practices on Megaprojects and ARRA ProjectsBy:Construction and Materials Support CenterUW-Madison A WisDOT Policy Research ProjectPresentation OverviewPart 1Research Project BackgroundUpdate on project progressObtain your input on select BPsPart 2Overview of ARRA ProgramProcedures used in managing ARRAResults and accomplishments

Research Project BackgroundSince 2004, WisDOT implemented new techniques, methods, processes, and procedures for management:MegaprojectsAmerican Recovery and Reinvestment Act (ARRA) projects

Research Project BackgroundResearch Idea:Identify best practices, procedures, standards, and programsEvaluate effectivenessDetermine benefits for future useRecommend those that should be adoptedSuggest adoption strategiesProblem StatementConsiderable benefit from comprehensive evaluation of management processesEvaluate best practices and lessons learned:Determine effectivenessSufficient benefit to be widely implementedCMSC Project ScopeWisDOT Research & Communication Services Section solicited ideas for topic areasFocus of initial research efforts:Project Management with Benchmarking and MetricsProject Change ControlDocument Control and ReportingFinancial ReportingResearch MethodsFocusMarquette InterchangeI-94 North-South CorridorUSH 41 ExpansionARRA Projects

PCEE ProgramOther National and International Transportation projects and sources

Task 1: Data CollectionLiterature review - Inventory existing WisDOT efforts - Review existing documents and databases - Interview experienced personnel

Task 2: Indentify Best PracticesConfirm usefulness - Evaluate level of benefit - Evaluate Program vs. Project specific Determine benchmarks

Task 3: Summarize Best PracticesEssential elements and tools - Conditions for successful application - Benefits and cost implications Examples

Task 4: Implementation StrategiesIndentify barriers - Recommend methods and tools for overcoming - Suggest needed education and training

Task 4Task 3Task 2Task 1Study TimelineMar. 2010Jun. 2011Sept. 2010Dec. 2011Mar. 2011Best Practice InventoryBest Practices listed by sourceCategorized by the study emphasis areasObjectives identified and classified as primary and secondaryConsolidated to list of 46 which were reviewed with experienced practitionersContinuing to gather input regarding application of the Best Practices Best Practice BreakdownProject Management (31)Change Management (7)Document Control (6)Financial Reporting (2)Breakout Session InputExperience and knowledge level of the Best PracticeOverall impression of the Best PracticeThoughts on WisDOT adopting the Best Practice How familiar are you with the movieSmokey and the Bandit?Not at allSlightlySomewhatVeryDont know & Dont Care1970s MovieStarred Burt ReynoldsSeveral sequels & TV showsCar chases and silliness

Line from the theme song: Weve got a long way to go and a short time to get there.

Best Practice: PM-2Utilize a Request For Information (RFI)Form and Process

Used by contractors to obtain clarification of the plans, specifications, special provisions, or other contract documents

Provides a means to document and monitor questions and answers provided during construction. PM-2 How experienced are you with using this BP?Not at allSlightlySomewhatVery PM-2 How would you describe your experience with this BP? NegativeSomewhat negativeNeither negative or positiveSomewhat positivePositive PM-2 How important do you think it is that WisDOT implement this BP?Not at allSlightlySomewhatVeryExtremely

Best Practice: PM-11Prepare cost-to-complete budgetprojections

Project delivery team is required to prepare and submit monthly cost-to-complete projections

Includes cost of work performed, budgeted work scheduled, contract mods, quantity over/underruns and anticipated contract mods, etc. PM-11 How experienced are you with using this BP?Not at allSlightlySomewhatVery PM-11 How would you describe your experience with this BP? NegativeSomewhat negativeNeither negative or positiveSomewhat positivePositive PM-11 How important do you think it is that WisDOT implement this BP?Not at allSlightlySomewhatVeryExtremely

Best Practice: PM-6Require use of Three-Week, Look- Aheadschedules

Contractor must submit weekly a three-week look-ahead schedule that includes: activities underway as-built dates for past week planned work for upcoming two-weeks potential impacts to traffic, etc. PM-6 How experienced are you with using this BP?Not at allSlightlySomewhatVery PM-6 How would you describe your experience with this BP? NegativeSomewhat negativeNeither negative or positiveSomewhat positivePositive PM-6 How important do you think it is that WisDOT implement this BP?Not at allSlightlySomewhatVeryExtremely

Best Practice: PM-3Utilize Design Liaison (Transparency)contracts

WisDOT contracts with design firm to compensate them for their consulting efforts regarding plan questions during construction.

Provides ready access to designer for assistance in answering questions on plan clarifications or design changes PM-3 How experienced are you with using this BP?Not at allSlightlySomewhatVery PM-3 How would you describe your experience with this BP? NegativeSomewhat negativeNeither negative or positiveSomewhat positivePositive PM-3 How important do you think it is that WisDOT implement this BP?Not at allSlightlySomewhatVeryExtremely

Best Practice: FR-1Implement monthly project financialreporting systemProject delivery team is required to prepare and submit monthly cost data including:actual expenditures vs. budgetpercent of current budget expendedpercent of time expendedanticipated cost-to-completevalue of pending contract modsreserve balances

FR-1 How experienced are you with using this BP?Not at allSlightlySomewhatVery FR-1 How would you describe your experience with this BP? NegativeSomewhat negativeNeither negative or positiveSomewhat positivePositive FR-1 How important do you think it is that WisDOT implement this BP?Not at allSlightlySomewhatVeryExtremely

Breakout Session Tolerability Index

TolerableMildly IrritatingSomewhat IrritatingSignificantly IrritatingUnbearable