Capital Asset Projects executed by the Project Peer Reviews for Capital Asset Projects executed by the Office of Project Management Oversight and Assessments John White, P.E., PMP, CCP, LEED-AP Director, Office of Project Assessments

Why do we need peer reviews? DOE Requirements Overview Why do we need peer reviews? DOE Requirements Who leads peer reviews for capital asset projects? Peer Review Tenets How are committees formed? Takeaways and Trends Improving Peer Reviews The “Goal” How should you get involved?

Why do we need peer reviews? Together, we’re engaged in “graduate level” project management Help project managers manage project complexity Leverage industry experience; peer review contributes to project success – Chevron, GSA External set of eyes -- by SMEs – extended Staff Provide critical input to decision gate process, structure, and discipline - team approach to management Develop a network of expertise across the complex Allow project management excellence to span administrations (projects can take a decade to plan and execute) Help develop the next generation of Project Managers Provide a catalyst for change

DOE Requirements PPR Drivers DOE Order 413.3B, Program and Project Management for the Acquisition of Capital Assets PPR Requirements for projects >$100M per DOE Order 413.3B Apply to all Under Secretaries CD0-CD1 One Review CD1-CD2 Annual Reviews CD2-CD4 Annual Reviews (or more frequent as required)

Who leads peer reviews for capital asset projects? Matt Moury

Peer Review Tenets Continuous pursuit of project management excellence and sharing of best practices across the Department Overcome project teams’ hesitance to look outside for solutions or help Temper project team’s optimistic bias with realistic assessment Leverage federal and contractor project, contract, and technical expertise Facilitate project teams and reviewers learning from each other Conduct independent assessment of all aspects of the project with emphasis on organization and management Clear assessment to inform senior decision makers Preparing for reviews focuses the project team on current status and future plans A successful review usually signals to all stakeholders that the project is on-track Helpful assistance from peers with valuable insight and experience Target the most pressing issues and barriers to success Sound stewardship of taxpayer resources

How are committees formed? Onsite Waste Disposal Facility Project Peer Review Portsmouth Site, Ohio, July 2016 Emphasis on peers with targeted expertise Committee size commensurate with scale and project phase Balance of professional and technical competencies Balance from the various programs – EM, SC, NNSA Review Chair approves the final committee membership

Better analyze and justify staffing requirements Takeaways and Trends Better analyze and justify staffing requirements GAO High-Risk capacity criteria Get early HQ involvement in “chunking” strategies Can streamline DOE Order 413.3B requirements through wise choices Implement disciplined change control processes and products Document Management Plan; Change Control Board Log; Design Requirements Compliance Matrix; Code of Record Increase transparency to review committee Opportunity to communicate with program managers to improve project Can accelerate federal review of contractor submittals Use DOE Order 413.3B as a framework for “graduate level” project management Think of PPRs as an extension of the FPD’s staff

Improving Peer Reviews Focused on continuous improvement of reviews also Advance coordination on tailoring charge memos MAX.gov for document upload and review planning Review schedule (PM-10 lead PPRs) Help streamline subsequent reviews Provide a database of project information WebEx to accelerate learning for committee Peer participation from across the complex Tracking and closing recommendations through EM QPR

Habit Adaptive The “Goal” Knowledge It’s a journey… Awareness Recognize value in using outside expertise to assess and provide real-time feedback Knowledge Learning to plan and conduct regular reviews Adaptive Using Peer Review throughout the Project, e.g., design reviews, readiness reviews, advisory committees, etc Habit Reviews become an integral part of the project and help to maintain a positive momentum and rhythm It’s a journey…

Continued Growth! We cannot solve our problems with the same thinking we used when we created them. Albert Einstein

How can you get involved? Project Teams: Early feedback to FPD on how PPR can help improve alignment Contribute to atmosphere of transparency prior to the review Develop and execute corrective action plan after the review Ask your peers who have participated on peer reviews about their experience Give us feedback on what is going well and what needs improvement on peer reviews Participate on review committees Schedule available on PM MAX https://community.max.gov/x/o4mqQw CEUs or CLPs available Forward your resume and review preference to: John White, john.white2@hq.doe.gov Mike Myers, michael.myers@hq.doe.gov