MCD Welcomes You to Our House! TxPROS Project Board MCD Welcomes You to Our House!

Texas Permit Routing Optimization System TxPROS Texas Permit Routing Optimization System

TxPROS – Project Board Carol Davis, MCD, OPR/Project Sponsor Steve Simmons, P.E., Admin., Exec. Sponsor Carol Davis, MCD, OPR/Project Sponsor Thomas Bohuslav, P.E., CST David Casteel, P.E., San Antonio District Randy Cox, P.E., BRG Lauren Garduño, P.E., Odessa District Jim Randall, P.E., TPP Judy Skeen, P.E., ISD Bryan Wood, P.E., Bryan District

TxPROS – Meeting Objectives Why are we here? Background Overview of the project Introduction to the permitting environment Initialize the Project Board and agree on: Roles and responsibilities Schedules and communications process

TxPROS - Introduction Current problem Current cost of manual efforts Volume, volume, volume Manual routing process > ½ the effort Current cost of manual efforts Routing Map development/upkeep Current exposure Slowed response – customer moving unpermitted loads Element of risk of routing error (i.e., CALTRANS) Current process

TxPROS – Permit Volumes

TxPROS - Introduction Volume & trends 2003 – 417,010 permits issued 2004 – 444,246 (6.5% increase over 2003) 2005 YTD – is running 7.3% more than this time last year If we could, through a routing optimization system, reduce the time spent routing by just half, we could save 15 man years of routing effort each year with today’s volume. Not to mention our ability to more readily absorb the growth that current trends reflect!

TxPROS - Introduction Proposed TxPROS solution Quantitative benefits Approach Expected solution Qualitative benefits Improved safety Improved service Increased efficiency & productivity (MCD) and more… Quantitative benefits Decreased personnel cost associated with routing Decreased telephone costs (less hold time) Increased fee collections and more…

TxPROS - Introduction Tour of the permits floor operations

TxPROS Overview – Activity to Date August 2002: Initial White Paper “An Investigation of Automated Routing Potential for MCD” 2003 -2004: Research into technology and vendor potentials Monitored progress of GAIP project September 2004: Initial TxPROS Project Charter presented to IRC Directed to conduct an RFI to confirm requirements October – December 2004: Developed RFI with collaboration/input from BRG, CST, ISD, TPP, TRV and 2 districts

TxPROS Overview – Activity to Date (cont.) January 2005: Posted RFI for 30 days – 6 responses April 2005: Gained IRC approval of business need & permission to develop RFP. Direction included: Project Board restructure Need to identify funding source External customer work group involvement ISD technical work group involvement Consideration of Spanish options RFP presentation at future IRC session

TxPROS Overview – Activity to Date (cont.) April - May 2005: “Initial Functional Requirements List” (result of RFI development & RFI responses) sent to all Districts for review and comment 10 Districts respond May 2005: Identified ISD work group Identified customer work group candidates Formed Project Board June 2005: TxPROS Project Board initial meeting

TxPROS Overview – What Now Three phase approach: Procurement phase RFP development and approval by: Project Board GSD & QAT IRC RFP posting Bidder’s conference (Q&A) Response evaluation Vendor selection Contract negotiation & finalization

TxPROS Overview – What Now (cont.) Three phase approach (cont.): Development phase Joint application design (vendor & TxDOT teams) Software development Data integration (internal & external sources) Unit testing System/interface testing Acceptance/stress testing by: MCD Permits Office Districts (selected) Users (selected)

TxPROS Overview – What Now (cont.) Three phase approach (cont.): Implementation phase Internal (TxDOT) Training & roll-out RPS program Customer program Marketing & roll-out Measurement & tracking program Enterprise-wide data availability Maintenance program

TxPROS Overview – Next up Procurement phase activities Detail project plan in development Team structure (players/roles) Work breakdown structure (WBS) Communications plan Schedule Risk management Quality (change control & configuration management) Project will seek Board approval of plan

TxPROS Overview – Next up (cont.) Procurement phase activities (cont.) RFP development activities Customer work group formation & sessions ISD work group sessions MCD IRA on the project Finalize requirements section Develop evaluation criteria, scoring process & scoring team Compile the RFP RFP approval

TxPROS Project Board Proposed roles & responsibilities Provide guidance and acquisition support to the PM during organization and staffing activities to ensure appropriate TxDOT resources are involved in the project in appropriate roles Monitor the environmental, strategic, and political factors that might influence the project and ensure the project team’s awareness of same

TxPROS Project Board Proposed roles & responsibilities (cont.) Provide guidance in establishing policies and procedures as relates to the project’s products and their usage Empower the PM to engage and utilize TxDOT resources on behalf of the project Resolve any escalated issues that are (or potentially are) negatively impacting the project

TxPROS Project Board Proposed roles & responsibilities (cont.) Provide executive-level customer, agency, division, or district contact/intervention as needed and appropriate Promote and share lessons learned across programs Approve the project base-line (scope, time & cost) for IRC submission Review, approve, and recommend to the IRC, key product deliverables

TxPROS Project Board Proposed roles & responsibilities (cont.) Review and approve the project plans (and sub-plans) to ensure their sufficiency Function as a Change Control Board (major changes) examining changes to the approved base-line (scope, time & cost) for project business alignment and approve/deny Review periodic project reports for progress, variances, and/or issues. Review major stage gate approval requests for go/no-go recommendations to the IRC

TxPROS Project Board Activities Quarterly? Frequency of Board meetings -discussion Quarterly? As Needed (called by the Chair)? Virtual meetings?

TxPROS Project Board Communications Project repository link http://mcd-online/mcd-online/main.htm Copied on IRC quarterly reports E-mail/hard copy of review packets prior to meetings Repository input funneled/copied to the PM/PC

TxPROS Proposed Time Line RFP development – 6/05 thru 9/05 WASHTO “lessons learned” – 9/05 Finalize RFP – 9/05 GSD, QAT, and IRC RFP approval – 10/05 RFP posting – 10/05 thru 11/05 Response evaluations & selection – 1/06 Contract finalization – 2/06 thru 3/06 Development phase initiation – 4/06

TxPROS Next Board Meeting September 05 Objectives: Procurement phase status review RFP review and approval recommendation to IRC

TxPROS Discussion Board directions to project team?