1. Program and Project Management System Determine Need for New Functional Area in web Trnsport Trnsport Users Group Conference 2007

2. Presentation Outline Business Case Indiana DOT System (SPMS) Agency Requirements Gathering Vision for web PPMS Joint Development Next Steps

3. Business Case The unpredictable delivery of projects causes inefficient use of resources Need to reduce variances in planned activities, schedules, budgets and resources Common business need across DOTs Supports the full lifecycle of Trnsport Need to reduce total cost per agency to build a new system

4. INDOT Client/Server Schedule / Project Management System (SPMS) & Custom Web Interfaces

5. Indiana DOT System: SPMS In production since October 2000 Annual maintenance, support and enhancements since then Built by Info Tech using shared code components to align with c/s Trnsport Interfaces to Trnsport CES and MS Project Prototype interface with ESRI GIS ArcView AASHTO considering integration of SPMS functionality with web Trnsport, pending agency interest and funds

6. SPMS Components

7. INDOT Custom Web Interfaces to SPMS Developed by INDOT Project Search tool –Inquiries and Reporting My Tasks tool –Tasks by Individual Resource for selected Project Real time access to SPMS data via INDOT intranet tools, no need for installation of client/server application Part of web SPMS backlog of planned features

8. Project Search Custom Web Interface

10. Agency Requirements Gathering For Web SPMS

11. Agency Requirements Gathering Surveyed agencies to gather information regarding their Program and Project Management processes and requirements Conducted a Joint Application Development (JAD) Session in Indianapolis in January 2007 to further document high level requirements Agencies represented at the JAD – AR, CA, FL, ID, IN, MI, MN, NJ and VA

12. Agency Requirements Gathering Gap Analysis Projects were conducted with certain agencies to study in detail their current Program Management processes – NJ, CA and MI Additional Webinars were held to discuss the required functionality with several other interested agencies Update program/project management functional area product backlog list

13. High Level Requirements and Objectives Comprehensive centralized Program and Project Management Information System Robust project scheduling and planning activities –project concept (pre-proposal) to project closure (open to traffic) and beyond (maintenance) Accurate, up to date information for project delivery within budget and schedule Integration with Trnsport business lifecycle Capable of interfacing easily with other systems –GIS, Land Records, Bridge Inventory, scheduling tools and other internal support systems

14. Vision for web SPMS

15. Move to Microsoft.NET development platform –web services, customizable UI and reports Expand on program and project management functionality of SPMS Develop generic solution for use by multiple agencies Fully integrate with other web Trnsport functional areas or as standalone

16. Vision for web SPMS Proposed Functionality Resource Management Program/Project Structure Program/Project Schedule Tracking and Monitoring Fund Management System and Interfaces General

17. Proposed Functionality for web SPMS Resource Management Track resources such as labor, equipment materials and contracts Calculate anticipated design to preconstruction labor cost based on the scheduled labor hours and an average rate for each work unit Capability of managing resource classes to track goals and accomplishments Capability to provide yearly and multi-year averaging and forecasting of resource data

18. Proposed Functionality for web SPMS Program/Project Structure Work Breakdown Structure (WBS) view at project and activity level - rollup and measure project funding, cost and schedule at every work breakdown Organizational Breakdown Structure (OBS) view at project and activity level - positions are assigned at activity and project levels for better management Cost Breakdown Structure (CBS) view at project and activity level -help project and fund managers forecast and conduct what-if analysis

19. Proposed Functionality for web SPMS Program/Project Structure (Cont’d) Manage work phases (PE, Design, etc.) throughout project stages Ability to maintain and re-create cyclical or repeating projects Program Management by grouping projects -Group projects into a hierarchy so that they can be rolled up for management and stakeholders -Provide views to monitor and forecast capital project delivery, to manage scope and funding, and to produce program management reports (STIP, annual forecast, etc.)

20. Proposed Functionality for web SPMS Program/Project Schedule Create and manage sequential projects and activities with predecessors and successors. Identify all critical paths within the project. Identify all critical paths for the entire Program Create sub-activities, milestones or checkpoints within the schedule Capability to maintain multiple schedule baselines during the life of a project

21. Proposed Functionality for web SPMS Program/Project Schedule (Cont’d) Create Gantt charts to show project time lines Integrate/manage schedules from engineering, architects, subcontractors and project owners to create a master program schedule Ability to build a schedule based on Project characteristics Multiple scheduling options defining -Relationships with other Projects and constraints between tasks

22. Proposed Functionality for web SPMS Tracking and Monitoring View current trends of allocation and utilization to predict workloads and required resources Manage by using calculated key performance indicators and automated alerts to quickly determine which projects are off track View workload by work unit, agency, district, work type, project and program managers Break activities down into smaller weighted steps and track the completion of the steps to determine the activity percent complete

23. Proposed Functionality for web SPMS Tracking and Monitoring (Cont’d) Establish program level capability to report 'best cost' option Provide analysis functionality to review planned and actual costs/accomplishments data for future use Provide an environment to conduct 'what if' analysis Build thresholds for tolerable project performance and get notified when performance is outside acceptable range Schedule, track and report on road inspections

24. Proposed Functionality for web SPMS Fund Management Manage project funding by maintaining Project Funding Program and Appropriation Allocations Maintain Purchase Orders and Direct Expenditure information on projects Interface with external system to get project funding information

25. Proposed Functionality for web SPMS Project Creation Creation of project with the help of wizards Creation of project with use of templates Creation of project by restaging an older project (with data) Creation of project by re-initializing a like project Ability to move projects between fiscal years Ability to put a project in Shelf Ready, Suspended, Eliminated, Historical status, etc.

26. Proposed Functionality for web SPMS System and Interfaces Customized and personalized view for each user Project Portal View to display status and graphical views of the project at any given time Workflow management and message routing Interface with Microsoft Project, Primavera, GIS, FHWA Track/log change history in Project, Estimate and Activities logged within the system

27. Proposed Functionality for web SPMS System and Interfaces (Cont’d) Unified database and seamless integration with web Trnsport -Flexibility -- security, reporting, generic fields functionality -Access to detailed estimation -Access to proposal creation, letting, award and construction work flow with activities, resources, estimates, costs and schedules maintained throughout -Data collection for bid histories at each stage in Trnsport lifecycle for decision support -Total project cost and completion information automatically updated

28. Proposed Functionality for web SPMS General Tasks to complete and alerts created per project available to role (e.g., project manager) at log in time and via e-mail. My Tasks view Maintain inventory of Bridges, Roads and Railroads Maintain Environmental, Permits information Maintain asset inventory

30. web SPMS Joint Development Next Steps

31. web SPMS Joint Development Benefits Integration with web Trnsport, maintaining unified business rules, architecture and data model Shared funding Reduced costs for agency deployment, support operation, training and integration Reduced maintenance, support, and enhancement costs Provide input on product functionality Decreased dependence on custom programs

32. Opportunities and Next Steps Determine potential funding and licensing agencies Complete requirements gap analysis for interested agencies Develop Work Plan to determine effort and cost for required features Obtain TTF and AASHTO approval Conduct formal solicitation for funding Establish SPMS Technical Advisory Group (TAG) and Technical Review Team (TRT)

34. Contacts Jill Faulkenberg, INDOT JFAULKENBERG@indot.IN.gov JFAULKENBERG@indot.IN.gov Mike Jenkins, INDOT MJENKINS@indot.IN.gov Phil Rodriguez, Info Tech Philip.Rodriguez@infotechfl.com Neeta Someshwar, Info Tech neeta.someshwar@infotechfl.com neeta.someshwar@infotechfl.com Teresa Franklin, Info Tech teresa.franklin@infotechfl.com teresa.franklin@infotechfl.com