Coordinating with Project Manager Cindy Kowalski, PMP Utility Coordinator, Parsons December 2013

Objective Consider three non-technical (soft) skills for coordinating with the Project Manager (PM) that can help make the project a success. 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.

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

Effective Communication PM is your customer and No. 1 stakeholder Stay in contact: Phone Meetings Ask questions Clarify to confirm expectations Be responsive

Organization A multi-tasking requirement s Files Documentation To-do Lists Status reports

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

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

PM Goals for Utility Coordination Meet with PM 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

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 tactics (action items) 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 Tactics to implement strategies

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

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