best practices in managing wisdot’s mega & arra projects

Best Practices in Managing WisDOT’s Mega & ARRA Projects

Breakout Session B, Track 4Part 1

Gary Whited, CMSC

ACEC/WisDOT Transportation Improvement Conference

Best Practices on Megaprojects and ARRA Projects

By:Construction and Materials Support Center

UW-Madison

A WisDOT Policy Research Project

Presentation Overview• Part 1

– Research Project Background– Update on project progress– Obtain your input on select BPs

• Part 2– Overview of ARRA Program– Procedures used in managing ARRA– Results and accomplishments

Research Project Background

• Since 2004, WisDOT implemented new techniques, methods, processes, and procedures for management:

– Megaprojects– American Recovery and Reinvestment Act (ARRA)

projects

Research Project Background

• Research Idea:– Identify best practices, procedures, standards,

and programs

– Evaluate effectiveness

– Determine benefits for future use

– Recommend those that should be adopted

– Suggest adoption strategies

Problem Statement

• Considerable benefit from comprehensive evaluation of management processes

• Evaluate best practices and lessons learned:– Determine effectiveness– Sufficient benefit to be widely implemented

CMSC Project Scope

• WisDOT Research & Communication Services Section solicited ideas for topic areas

• Focus of initial research efforts:1) Project Management with Benchmarking and

Metrics2) Project Change Control3) Document Control and Reporting4) Financial Reporting

Research Methods• Focus

– Marquette Interchange– I-94 North-South Corridor– USH 41 Expansion– ARRA Projects

– PCEE Program– Other National and International Transportation

projects and sources

Task 1: Data Collection• Literature review - Inventory existing WisDOT efforts - Review existing documents and

databases - Interview experienced personnel

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

Task 3: Summarize Best Practices• Essential elements and tools - Conditions for successful application - Benefits and cost

implications – Examples

Task 4: Implementation Strategies• Indentify barriers - Recommend methods and tools for overcoming - Suggest needed

education and training

Task 4Task 3Task 2Task 1

Study Timeline

Mar. 2010

Jun. 2011

Sept. 2010

Dec. 2011

Mar. 2011

Best Practice Inventory

• Best Practices listed by source

• Categorized by the study emphasis areas

• Objectives identified and classified as primary and secondary

• Consolidated to list of 46 which were reviewed with experienced practitioners

• Continuing to gather input regarding application of the Best Practices

Best Practice Breakdown

• Project Management (31)• Change Management (7)• Document Control (6)• Financial Reporting (2)

Breakout Session Input

• Experience and knowledge level of the Best Practice

• Overall impression of the Best Practice

• Thoughts on WisDOT adopting the Best Practice

How familiar are you with the movieSmokey and the Bandit?

A. Not at all

B. Slightly

C. Somewhat

D. Very

E. Don’t know & Don’t Care

1970’s Movie• Starred Burt Reynolds• Several sequels & TV shows• Car chases and silliness

Line from the theme song:

• “We’ve got a long way to go and a short time to get there.”

Best Practice: PM-2

Utilize 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?

A. Not at allB. SlightlyC. SomewhatD. Very

PM-2 How would you describe your experience with this BP?

A. NegativeB. Somewhat negativeC. Neither negative or positiveD. Somewhat positiveE. Positive

PM-2

How important do you think it is that WisDOT implement this BP?

A. Not at allB. SlightlyC. SomewhatD. VeryE. Extremely

Not at all Slightly Somewhat Very Extremely0

2

4

6

8

10

12

7

11

3

How important is it to implement PM-2?

0

2

4

6

8

10

12

14

16

18

20

78

42

19

When do you think PM-2 should be implemented?

Mega 3R

Best Practice: PM-11

Prepare 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?

A. Not at allB. SlightlyC. SomewhatD. Very

PM-11 How would you describe your experience with this BP?

A. NegativeB. Somewhat negativeC. Neither negative or positiveD. Somewhat positiveE. Positive

PM-11

How important do you think it is that WisDOT implement this BP?

A. Not at allB. SlightlyC. SomewhatD. VeryE. Extremely

Not at all Slightly Somewhat Very Extremely0

2

4

6

8

10

12

4

11

6

How important is it to implement PM-11?

0

2

4

6

8

10

12

14

16

18

7 77

3

17

When do you think PM-11 should be implemented?

Mega 3R

Best Practice: PM-6

Require 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?

A. Not at allB. SlightlyC. SomewhatD. Very

PM-6 How would you describe your experience with this BP?

A. NegativeB. Somewhat negativeC. Neither negative or positiveD. Somewhat positiveE. Positive

PM-6

How important do you think it is that WisDOT implement this BP?

A. Not at allB. SlightlyC. SomewhatD. VeryE. Extremely

Not at all Slightly Somewhat Very Extremely0

2

4

6

8

10

12

1

7

11

How important is it to implement PM-6?

0

2

4

6

8

10

12

14

16

79

2

4

15

When do you think PM-6 should be implemented?

Mega 3R

Best Practice: PM-3

Utilize 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?

A. Not at allB. SlightlyC. SomewhatD. Very

PM-3 How would you describe your experience with this BP?

A. NegativeB. Somewhat negativeC. Neither negative or positiveD. Somewhat positiveE. Positive

PM-3

How important do you think it is that WisDOT implement this BP?

A. Not at allB. SlightlyC. SomewhatD. VeryE. Extremely

Not at all Slightly Somewhat Very Extremely0

1

2

3

4

5

6

7

8

1

5

7

2 2

How important is it to implement PM-3?

0

2

4

6

8

10

12

14

16

2

15

1

4 4

10

When do you think PM-3 should be implemented?

Mega 3R

Best Practice: FR-1

Implement monthly project financialreporting system Project delivery team is required to prepare and submit monthly cost data including:

1. actual expenditures vs. budget2. percent of current budget expended3. percent of time expended4. anticipated cost-to-complete5. value of pending contract mods6. reserve balances

FR-1 How experienced are you with using this BP?

A. Not at allB. SlightlyC. SomewhatD. Very

FR-1 How would you describe your experience with this BP?

A. NegativeB. Somewhat negativeC. Neither negative or positiveD. Somewhat positiveE. Positive

FR-1

How important do you think it is that WisDOT implement this BP?

A. Not at allB. SlightlyC. SomewhatD. VeryE. Extremely

Not at all Slightly Somewhat Very Extremely0

2

4

6

8

10

12

14

1

5

12

6

How important is it to implement FR-1?

0

2

4

6

8

10

12

14

16

18

20

8 8

66

18

When do you think FR-1 should be implemented?

Mega 3R

Breakout Session Tolerability Index

A. Tolerable

B. Mildly Irritating

C. Somewhat Irritating

D. Significantly Irritating

E. Unbearable