Best Practices in Managing WisDOT’s Mega & ARRA Projects Breakout Session B, Track 4 Part 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 Metrics 2)Project Change Control 3)Document Control and Reporting 4)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

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 movie Smokey 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 all B.Slightly C.Somewhat D.Very

PM-2 How would you describe your experience with this BP? A.Negative B.Somewhat negative C.Neither negative or positive D.Somewhat positive E.Positive

PM-2 How important do you think it is that WisDOT implement this BP? A.Not at all B.Slightly C.Somewhat D.Very E.Extremely

Best Practice: PM-11 Prepare cost-to-complete budget projections  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 all B.Slightly C.Somewhat D.Very

PM-11 How would you describe your experience with this BP? A.Negative B.Somewhat negative C.Neither negative or positive D.Somewhat positive E.Positive

PM-11 How important do you think it is that WisDOT implement this BP? A.Not at all B.Slightly C.Somewhat D.Very E.Extremely

Best Practice: PM-6 Require use of Three-Week, Look- Ahead schedules  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 all B.Slightly C.Somewhat D.Very

PM-6 How would you describe your experience with this BP? A.Negative B.Somewhat negative C.Neither negative or positive D.Somewhat positive E.Positive

PM-6 How important do you think it is that WisDOT implement this BP? A.Not at all B.Slightly C.Somewhat D.Very E.Extremely

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 all B.Slightly C.Somewhat D.Very

PM-3 How would you describe your experience with this BP? A.Negative B.Somewhat negative C.Neither negative or positive D.Somewhat positive E.Positive

PM-3 How important do you think it is that WisDOT implement this BP? A.Not at all B.Slightly C.Somewhat D.Very E.Extremely

Best Practice: FR-1 Implement monthly project financial reporting system  Project delivery team is required to prepare and submit monthly cost data including: 1.actual expenditures vs. budget 2.percent of current budget expended 3.percent of time expended 4.anticipated cost-to-complete 5.value of pending contract mods 6.reserve balances

FR-1 How experienced are you with using this BP? A.Not at all B.Slightly C.Somewhat D.Very

FR-1 How would you describe your experience with this BP? A.Negative B.Somewhat negative C.Neither negative or positive D.Somewhat positive E.Positive

FR-1 How important do you think it is that WisDOT implement this BP? A.Not at all B.Slightly C.Somewhat D.Very E.Extremely

Breakout Session Tolerability Index A.Tolerable B.Mildly Irritating C.Somewhat Irritating D.Significantly Irritating E.Unbearable