Project Management

Managing Capital Projects  What is a Project?  Something that: has a beginning and an end, and is carried out to meet established goals within a defined cost, schedule, and quality objective.  What is it not?  Ongoing operational activity Water & Sewer Delivery, Road Maintenance, Fire Protection

What Is Project Management? No Really What is it?  Project Management is about the implementation of Projects.  Projects have:  a beginning and an end  established goals (deliverables)  defined cost, quality objectives, and timelines.

5 Stages of Project Management  Initiation  Planning  Execution  Monitoring and Control  Closing

5 Stages of Project Management  Initiation

5 Stages of Project Management  Planning

5 Stages of Project Management  Executing

5 Stages of Project Management  Monitoring and Control

5 Stages of Project Management  Closing / Warranty

Project Life Cycle

Project Definition  To be successful in implementing a project it must be well defined… early in the process.

Managing Capital Projects  Project should be S.M.A.R.T. Specific – Scope Statement (BN) Measurable Action Oriented Realistic Time Limited

Briefing Note should be SMART Specific Measurable Action Realistic Time

Specific Measurable Action Realistic Time

The Iron Triangle of PM Cost Schedule Quality

Scheduling  Gantt Charts

Scheduling

Communication  Project Stakeholders  Individuals/Groups with special interest in the failure or success of a project. Councilors, MACA, Staff etc.

Communication  Stakeholder Communication  Keeping people in the loop  Aware of Changes  Minimize Surprises  (90% of PM s Job is Communication)

Documentation  Contract Documentation is critical  Scope of work/contract Change control/change orders Payment invoices All key Contract communication – Daily log  Project Management Information System (PMIS) is a must on large projects. (See page )

Documentation  Daily logs  Weekly progress reports  Payment schedule needs to be identified (part of contract)  Payments need substantiation

Procurement  Contractual Arrangement to Obtain Infrastructure or Services  RFP  Tender  Expression of Interest

RFP  An RFP is used when looking for:  looking for best value solution  resolve a problem or deliver a good or service  not exactly sure how to achieve it

Tender  A tender is used when:  know exactly what good or service want  looking for the best price to deliver it

Expression of Interest  Expression of Interest is used when:  an elite team or contractor is required for a specialized project.

Issuing an RFP  Minimums to be included when issuing an RFP: 1.Identity and qualifications of contractors invited to bid on a tender or of contractors who respond to a RFP’s. 2.Plan with details about how to accomplish work. 3.List of resources that will be provided, needed, or used. 4.Schedule of how the work will be completed and by whom.

Issuing an RFP 5.Budget outlining all costs by category with payment and billing dates. 6.A work plan with phases and personnel identified in terms of project objectives. 7.Description of the contractor’s experience related to project. 8.Description of contractor’s principles, practices, and philosophy. 9.Description of any required forms/formats used in preparing the bid.

Issuing a Tender  Minimums to be included when issuing Tenders: 1.Advertise the closing date, time and place for the receipt of bids. 2.Advertise the time and date when a decision on the acceptance of any offers will be made. 3.Prepare terms of reference that guide the form bids should take including a description of all required information.

Issuing a Tender 4.Advertise the location and availability of terms of reference for contractors who wish to bid. 5.Advertise an office and contact person(s) who can answer questions related to the project. 6.Advertise the procedure and any limits placed on the consideration that will be given to offers.  For example the stipulation that the lowest or any bid may not be accepted

Working With Consultants  Determine when services are and aren’t needed.  Ensure community interests are priority.  Clear terms of reference in contracts and RFPs.  Ensure good communication.  Ensure fair value for services.

Working With Consultants Higher Project cost = Higher Consultants Fees

Things to Keep in Mind  Make sure you know what people want.  Budgeting - Make sure every one knows how much the project will cost.  Communication – make sure people know what their getting, and how any changes will effect them  Schedule – When will we get what we want?

Things to Keep in Mind  Change Control- Keep tabs on changes.  Scope Control – Lets build what we asked for, not what someone else envisioned.  Contractors are out to make the most money possible.  Communities want to spend the least money possible.  Changes just mean more money for consultants.

Pilot Projects  Fort McPherson – Online Project Management (Copper) – Online Tendering  Fort Liard – Bundling Projects to reduce cost (Band/ Hamlet/ Three Buildings)

Summary / Wrap-up Everything is connected…..  Capital planning to project management  O/M to capital  New Infrastructure to old  Lands issues to infrastructure issues

Summary / Wrap-up Everything is connected…..  Identifying funds to good financial management  Roads to buildings  Equipment to buildings

Community Sustainability Plans  Community Capital Planning part of Community Sustainability Plans  Cover all aspects of community development  lands  environment  infrastructure, and  quality of life

Community Sustainability Plans  Map out a long term strategy for community  Identifies Community philosophy for development  e.g environmentally conscious development  Commits community government to beliefs about how development should take place.

Thnx!