Project Management Best Practices Jason Volz Nebraska Department of Roads Construction Division

Project Management Best Practices Overview: Team of NDOR employees assemble in 2012 with two goals: 1.Develop a one-day conference to prepare new and potential Highway Project Manger for their roles and responsibilities. 2.Create a reference manual that shares best practices and lessons learned by experienced PMs Deadline: Fall 2012

Background: Why?  Construction Manual, Specifications, and other technical resources.  On the job experience, trial and error  Experienced PMs mentor new PMs Traditionally, PMs learned the job several ways…

Background: Experienced PMs  Great way for new PMs to learn, especially if they have a great mentor  But, it has some shortcomings:  Not every new PM has access to a good mentor  Doesn’t address need for consistency across the state  When PMs retire, they take knowledge with them

How it Began: Prior to the Team  NDOR and AGC leaders met to discuss how we could work together to further develop leaders on both sides and facilitate more successful projects.  Both sides identified leadership traits.  The lists looked the same… good communication, consistent, understanding, reasonableness, and the list went on…  Desire uniformity and established expectations: CONSISTENCY

How it Began: PM Best Practices Team Team Members: Micky Jacobs, District 2 Amy Starr, Program Management Devin Townsend, M&R Drew Wilson, District 7 Rachelle Van Cleave, HR Jason Volz, Construction Doug Hoevet, District 5

How it Began: Brainstorming  Hosted Brainstorming sessions with PM Advisory Board  PM Advisory Board made up of most experienced PMs from each District PM Advisory Board: Average 38 years at NDOR and 17 years as a PM

PM Best Practices: Reference Manual

PM Reference Guide - Overview  Introduction : What Project Management means.  Section 1 : Pre-Construction  Section 2 : Active Project  Section 3 : Post-Construction  Appendices  Each Main Section is divided into 3 parts:  Administration  Field Operations  Materials Management

PM Reference Guide  Formatted as a checklist with Best Practice tips and Examples.  Examples are Actual Examples from Real Projects.  Best practice tips came directly from our group of expert advisors.

PM Reference Guide: Introduction  Discusses the Role and Responsibility of a Project Manager.  Discusses the importance of communication relating to projects.

PM Reference Guide : Section 1  Preconstruction  Administration: Organizing and holding a pre-construction conference, reviewing the project, correspondence  Field Operations: Coordinating survey work, notifying the public  Materials Management: Distribute Materials Required Document List (MRDL), Confirm required qualifications and certifications.

PM Reference Guide : Section 2  Active Construction  Administrative: Contract management, record Keeping  Field Operations: Verify traffic control plan (and what to do in case of an accident), Verify the project is being constructed properly, measured correctly and paid promptly.  Materials Management: Verify the necessary samples are taken and are compliant.

PM Reference Guide : Section 3  Post Construction  Administration: Verify calculations, quantities, etc. in accordance with the Final Review Manual.  Field Operations: Observation periods, punch list, project handoff.  Material Management: Provide any remaining material documentation.

PM Reference Guide : Appendices OUR GOAL WAS TO MAKE A USER FRIENDLY AND LIVING DOCUMENT TO BE USED EVERYDAY  Examples include:  Letters and other correspondence.  Completed DR Forms (Work orders, Force Account statements)  Useful Forms, Memos, Meeting agendas, etc.

PM Reference Guide : Appendices

Best Practice Exchange  November 8, 2012, NDOR hosted a PM Best Practice Exchange for including newer PMs and potential PMs

Best Practice Exchange  Overview of the Reference Guide  Communication  Project Level Contract Administration  Field Operation  Materials Management  Project and Contract Closeout  HR- Highlights of Available Training

Project Manager Resource website  PDF Manual  Training Links  Video Links  Reference Links

PM Best Practices: 2013  Hosted 2 additional brainstorming sessions with a new group of PMs  Updated and expanded the manual

PM Best Practices 2014 and Beyond  Host another Best Practices Exchange in the Fall of 2014  Update the appendix with the most current letters and examples  Update the manual as policies, best practices and requirements warrant.  Provide fresh content for the PM Resource website