1. MCD Welcomes You to Our House!
TxPROS Project Board
MCD Welcomes
You to
Our House!

2. Texas Permit Routing Optimization System
TxPROS
Texas Permit Routing
Optimization System

3. TxPROS – Project Board Carol Davis, MCD, OPR/Project Sponsor
Steve Simmons, P.E., Admin., Exec. Sponsor
Carol Davis, MCD, OPR/Project Sponsor
Thomas Bohuslav, P.E., CST
David Casteel, P.E., San Antonio District
Randy Cox, P.E., BRG
Lauren Garduño, P.E., Odessa District
Jim Randall, P.E., TPP
Judy Skeen, P.E., ISD
Bryan Wood, P.E., Bryan District

4. TxPROS – Meeting Objectives
Why are we here?
Background
Overview of the project
Introduction to the permitting environment
Initialize the Project Board and agree on:
Roles and responsibilities
Schedules and communications process

5. TxPROS - Introduction Current problem Current cost of manual efforts
Volume, volume, volume
Manual routing process > ½ the effort
Current cost of manual efforts
Routing
Map development/upkeep
Current exposure
Slowed response – customer moving unpermitted loads
Element of risk of routing error (i.e., CALTRANS)
Current process

12. TxPROS – Permit Volumes

13. TxPROS - Introduction Volume & trends 2003 – 417,010 permits issued
2004 – 444,246 (6.5% increase over 2003)
2005 YTD – is running 7.3% more than this time last year
If we could, through a routing optimization system, reduce the time spent routing by just half, we could save 15 man years of routing effort each year with today’s volume. Not to mention our ability to more readily absorb the growth that current trends reflect!

14. TxPROS - Introduction Proposed TxPROS solution Quantitative benefits
Approach
Expected solution
Qualitative benefits
Improved safety
Improved service
Increased efficiency & productivity (MCD) and more…
Quantitative benefits
Decreased personnel cost associated with routing
Decreased telephone costs (less hold time)
Increased fee collections and more…

15. TxPROS - Introduction
Tour of the permits floor operations

16. TxPROS Overview – Activity to Date
August 2002:
Initial White Paper “An Investigation of Automated Routing Potential for MCD” :
Research into technology and vendor potentials
Monitored progress of GAIP project
September 2004:
Initial TxPROS Project Charter presented to IRC
Directed to conduct an RFI to confirm requirements
October – December 2004:
Developed RFI with collaboration/input from BRG, CST, ISD, TPP, TRV and 2 districts

17. TxPROS Overview – Activity to Date (cont.)
January 2005:
Posted RFI for 30 days – 6 responses
April 2005:
Gained IRC approval of business need & permission to develop RFP. Direction included:
Project Board restructure
Need to identify funding source
External customer work group involvement
ISD technical work group involvement
Consideration of Spanish options
RFP presentation at future IRC session

18. TxPROS Overview – Activity to Date (cont.)
April - May 2005:
“Initial Functional Requirements List” (result of RFI development & RFI responses) sent to all Districts for review and comment
10 Districts respond
May 2005:
Identified ISD work group
Identified customer work group candidates
Formed Project Board
June 2005:
TxPROS Project Board initial meeting

19. TxPROS Overview – What Now
Three phase approach:
Procurement phase
RFP development and approval by:
Project Board
GSD & QAT
IRC
RFP posting
Bidder’s conference (Q&A)
Response evaluation
Vendor selection
Contract negotiation & finalization

20. TxPROS Overview – What Now (cont.)
Three phase approach (cont.):
Development phase
Joint application design (vendor & TxDOT teams)
Software development
Data integration (internal & external sources)
Unit testing
System/interface testing
Acceptance/stress testing by:
MCD Permits Office
Districts (selected)
Users (selected)

21. TxPROS Overview – What Now (cont.)
Three phase approach (cont.):
Implementation phase
Internal (TxDOT)
Training & roll-out
RPS program
Customer program
Marketing & roll-out
Measurement & tracking program
Enterprise-wide data availability
Maintenance program

22. TxPROS Overview – Next up
Procurement phase activities
Detail project plan in development
Team structure (players/roles)
Work breakdown structure (WBS)
Communications plan
Schedule
Risk management
Quality (change control & configuration management)
Project will seek Board approval of plan

23. TxPROS Overview – Next up (cont.)
Procurement phase activities (cont.)
RFP development activities
Customer work group formation & sessions
ISD work group sessions
MCD IRA on the project
Finalize requirements section
Develop evaluation criteria, scoring process & scoring team
Compile the RFP
RFP approval

24. TxPROS Project Board Proposed roles & responsibilities
Provide guidance and acquisition support to the PM during organization and staffing activities to ensure appropriate TxDOT resources are involved in the project in appropriate roles
Monitor the environmental, strategic, and political factors that might influence the project and ensure the project team’s awareness of same

25. TxPROS Project Board Proposed roles & responsibilities (cont.)
Provide guidance in establishing policies and procedures as relates to the project’s products and their usage
Empower the PM to engage and utilize TxDOT resources on behalf of the project
Resolve any escalated issues that are (or potentially are) negatively impacting the project

26. TxPROS Project Board Proposed roles & responsibilities (cont.)
Provide executive-level customer, agency, division, or district contact/intervention as needed and appropriate
Promote and share lessons learned across programs
Approve the project base-line (scope, time & cost) for IRC submission
Review, approve, and recommend to the IRC, key product deliverables

27. TxPROS Project Board Proposed roles & responsibilities (cont.)
Review and approve the project plans (and sub-plans) to ensure their sufficiency
Function as a Change Control Board (major changes) examining changes to the approved base-line (scope, time & cost) for project business alignment and approve/deny
Review periodic project reports for progress, variances, and/or issues. Review major stage gate approval requests for go/no-go recommendations to the IRC

28. TxPROS Project Board Activities Quarterly?
Frequency of Board meetings -discussion
Quarterly?
As Needed (called by the Chair)?
Virtual meetings?

29. TxPROS Project Board Communications Project repository link
Copied on IRC quarterly reports
/hard copy of review packets prior to meetings
Repository input funneled/copied to the PM/PC

30. TxPROS Proposed Time Line
RFP development – 6/05 thru 9/05
WASHTO “lessons learned” – 9/05
Finalize RFP – 9/05
GSD, QAT, and IRC RFP approval – 10/05
RFP posting – 10/05 thru 11/05
Response evaluations & selection – 1/06
Contract finalization – 2/06 thru 3/06
Development phase initiation – 4/06

31. TxPROS Next Board Meeting
September 05
Objectives:
Procurement phase status review
RFP review and approval recommendation to IRC

32. TxPROS Discussion
Board directions to project team?