Coordinating with Project Managers Cassie Reiter, P.E., ENV SP Utility Coordinator/Project Manager CMT Engineers and Consultants June 2016

Coordination The organization of the different elements of a complex body or activity so as to enable them to work together effectively Different Elements Work Together Effectively

Objective 2. Discuss the Utility Risk Report and Project Funding to give an understanding of how these tools are used by the Utility Coordinator (UC) and PM to ensure project success. 1. Understand soft skills needed for utility coordination

Soft Skills Writing Effective Communication Creative Thinking Flexibility Collaboration Listening Leadership – Taking Initiative

Agenda Effective communication Organization “On-Point” attitude Coordinating with others Utility Risk Reports Project funding Conclusion

Effective Communication

Organization A multi-tasking requirement Different utility companies Project schedule Project design elements Files Documentation To-do Lists Status reports Utility schedules

On-Point Attitude Customer Focused Positive Solutions Minded Responsiveness Follow Through Timely Ready to resolve office or field situations

Coordinating with Others Not Just the Project Manager… Utility company representatives INDOT Utility Oversight Agent Consultants Contractor Designers “Everyone knows where everyone goes”

Coordinating with Others Understanding Manhole vs. vault A checklist is just a checklist – you need to know how to use it Do you need to get depths and when? A line on a drawing or ductbank What can we do to mitigate risk? “Know what you can know when you need to know it”

Utility Risk Report Goals Risk Evaluation Critical Right-of-Way Parcels Funding by FY Project Information

PM Goals for Utility Coordination Meet with PM Design Manager Project Team Example Goals: Have all utilities relocated ahead of construction Transmission Poles ordered by x date Use SUE data to avoid relocation of fiber optics Other

PM Goals for Utility Coordination What do I as a PM need from the UC? I do not want to be surprised I need the risks identified so that we can make appropriate project decisions I need to know utility needs for construction I need to know utility needs for Right of Way I need to understand utility needs for working area, tolerances, easements? I need to be able to convey this information to the designers and other project team members

Risk Evaluation Step 1: Risk Identification List factors that could adversely impact the project schedule or budget Be Specific – What could go wrong? Name the utility and the problem Examples: Duke Material Acquisition/Delay (i.e. steel poles) AT&T Work Plans not approved Time Warner representative unresponsive

Step 2: Risk Mitigation Strategy For each risk identified, develop one or two strategies to eliminate or minimize the risk Examples Let the project with a Utility Impact Note re: Duke Keep reminding AT&T that the Work Plan is due Send letter to Time Warner Accelerate a parcel for right-of-way acquisition Develop design exception Change MOT Risk Evaluation

Step 3: Tactics For each strategy, list specific action items (tactics) that can implement the strategy Examples (i.e. who, what, when): UC will obtain schedule from Duke, Lee Nicholson by x date. UC will submit impact note to PM by x date UC will send a letter to ATT Craig Adams, and then follow up weekly by or phone call UC will draft letter to Forrest & Time Warner by x date – INDOT Utility Oversight Agent to sign Escalate to Director if not resolved by x date Risk Evaluation

Risk Evaluation Summary Step 1: Identify Risk Step 2: Develop 1 or 2 Strategies to eliminate or mitigate the risk Step 3: Assign Action Items to implement strategies Step 4: Communicate this to all parties

Risk Evaluation Summary As the Utility Coordinator: You cannot just document everything… You must communicate the results

Funding by Fiscal Year INDOT Fiscal Year: July - June FHWA Fiscal Year: October - September Utility relocation work typically overlaps one or more calendar years Coordinate with utility representatives Estimate reimbursements Calculate the funds needed by FY Communicate with PM Follow up as needed Need help? Contact the Utility Oversight Agent

Effective Communication Organization On-Point Attitude Conclusion Utility Risk Evaluation Funding by FY Project Success Solves Problems Utility Adjustments On time and Within Budget Coordinating with PM