Implementing Program Management for Delivery of the City of Fresno s RechargeFresno Program

Transcription

1 Implementing Program Management for Delivery of the City of Fresno s RechargeFresno Program CA-NV AWWA, 2014 Annual Fall Conference, October 21, 2014

2 Presenters Martin Wendels City of Fresno, DPU, Water Division CIP Project Manager Jeff Smith, PE CH2M HILL CIP Project Manager

3 Discussion Topics Capital program purpose and overview Validation of Program Management approach Selection of Program Management Consultant Program implementation scope and status

4 Discussion Topics Capital program purpose and overview Validation of Program Management approach Selection of Program Management Consultant Program implementation scope and status

5 Fresno is committed to addressing its declining groundwater levels City of Fresno Historical Ground Water Levels

6 Community Water Supply Challenges Our regional groundwater basin loses the equivalent of 1.5 times the size of Pine Flat Reservoir every year. Pine Flat Reservoir - Jonathan Traum, P.E. US Geologic Survey Sept 29, 2014

7 Community Water Supply Opportunities Surface Water Allocation Surface Water Use Intentional Recharge Unused in Normal Years 180,000 acre feet -20,000 acre feet -50,000 acre feet 110,000 acre feet

8 and diversifying water supply sources Surface Water 12% Recycled Water 11% Groundwater 36% Groundwater 88% Surface Water 53% 2009 Water Sources Planned 2025 Water Sources

9 to result in a truly sustainable water supply. 250,000 Supply Sources 200,000 Acre/Feet 150,000 Groundwater Reuse 100,000 50, Billion Gallons Surface Water

10 Major Projects of the Metropolitan Water Resources Management Plan

11 Major Projects of the Metropolitan Water Resources Management Plan

12 Discussion Topics Capital program purpose and overview Validation of Program Management approach Selection of Program Management Consultant Program implementation scope and status

13 What is Program Management? Managing a group of projects in a coordinated way so as to maximize benefits not available when managing them individually VISION Process of assisting stakeholders to envision and endorse the future reality... REALITY.. and leading project teams to create that reality! CAP water Raw Water Strainer Membrane Cassettes Clean-in-Place Tank Cl 2 KMNO 4 PAC Permeate Pump NH 3 Blower Concentrate (to WWTP) Backpulse Tank Finished Water 13 13

14 Indicators that Program Management Approach is Necessary Single point of responsibility desired to control cost, schedule, performance and quality Schedule pressure due to the public s expectations or regulatory deadlines Value Added Complex or multiple projects Many projects of multi-year duration Step-change increase in capital spending Limited in-house resources

15 15 Program Success Requires Significant CIP Delivery Acceleration Annual CIP in Millions of Dollars projects, of $100k to $200M value If continue at historical rate and delay projects with 3% inflation, costs escalate by $350M and will take 30 years to complete Actual Average Expenditure

16 Discussion Topics Capital program purpose and overview Validation of Program Management approach Selection of Program Management Consultant Program implementation scope and status

17 Consulted with Counterparts and Professionals Visited agencies with recently completed or ongoing similar programs Successes & pitfalls Lessons learned Developed relationship and understanding of consultants with Program Management experience and capabilities Discussions with Consultants Capabilities and experience Program management approaches and delivery models Perspectives and implementation recommendations

18 Considered Various Delivery Models PROGRAM DELIVERY MODELS Owner Managed Shared Management Consultant Management Owner s Agent Management At-Risk Integrated Team Spectrum

19 Administered selected process for Program Management Consultant Developed SOW and RFQ Selection Criteria Completeness and organization of proposals Program understanding and approach Proposed staff experience/qualifications Program Management experience Consultant resources and availability Cost Engaged advisor to participate on selection panel Reviewed SOQs Set up interview process Aided initial contract development

20 Discussion Topics Capital program purpose and overview Validation of Program Management approach Selection of Program Management Consultant Program implementation scope and status

21 Applied Staged Implementation Approach Phase 1 - Initial short-term contract Early programmatic activities Charter development Project validation and resource planning Program controls tools development Program management strategy & plan development Justification of long-term need Phase 2 - Long-term contract Program mgmt planning (Process enhancement) Program initiation (Systems & tools development) Program delivery (Staff augmentation) Skills & knowledge transfer

22 Executing major capital programs requires close management of many essential activities Planning Environmental Permitting Regulatory & Permits Strategic Plans and Delivery Approach Watershed Management Capacity Studies Facilities Plans Capital Improvement Plans Project Controls Program and Project Schedules Cost Estimating Cash Flow Management Cost, Progress & Variance Reporting Risk Management Change Management Document Control & File Management Compliance Assurance Engineering Standards Preliminary Design Pilot Plants Survey& Mapping Condition Assessment Geotechnical Design Management Bid Packaging Quality Assurance Bid and Award Support Value Engineering On Call Services Administrative Services Legal Services Land Acquisition Internal Audit Staff Management Facilities Management Construction Constructability Reviews Resident Engineering Site Coordination Inspection Submittals Pay Requests Claims & Change Orders Field and Site Safety Materials and Performance Testing Commissioning Training Record Drawings O&M Manuals Community Relations Public Outreach and Education Consensus Building Business and Economic Enhancement Advertizing & Notifications DBE Programs Purchasing Prequalification Bid and Award Contracts Direct Purchases Program Office Provisioning Finance Budgeting & Rate Development Accounting and Payments Grants, Loans & Bonding CIP Support Information Technology Database Management Web Page Management Network O & M Software Standards Hardware Procurement and Maintenance GIS Systems 22

23 23 Program Success Requires Significant CIP Delivery Acceleration Annual CIP in Millions of Dollars projects, of $100k to $200M value If continue at historical rate and delay projects with 3% inflation, costs escalate by $350M and will take 30 years to complete Actual Average Expenditure

24 Staff Augmentation will Enable Productivity too Match Workload Demands Consultant Staff Consultant Staff Consultant Staff City Staff City Staff City Staff Current delivery $32M/Year Required Delivery $110M/Year Long-Term Delivery $40-50M/Year

25 Success Factors Drivers, Delivery Requirements and Goals Understanding and alignment with: Drivers and delivery requirements Corporate/agency culture & strategies Enable benefits beyond project delivery: Process improvement Workforce development Jobs creation Delivery or technology innovation Embrace opportunity for change and improvement.

26 Success Factors Structure, Processes, and Tools Start-up critical to enable effective delivery: Structure & governance strategies Standardized / customized processes & tools Program Management Plan (PMP) Processes & tools must support PM / stakeholder needs: Communication Procurement & Implementation Performance measurement & Reporting Programs must be able to handle change.

27 Success Factors Effective Communication Set clear roles, responsibilities, authorities, expectations. PMISs are very important: Major communication tools Depends on reliable data and forecasting Support Sr. Mgmt communication needs. Maintain public confidence and support. Understand and address project impacts Engage stakeholders and media Acknowledge risks. Focus on solutions.

28 Integrated Team will Deliver Program with Activities Aligned to Functional Areas Program Mgmt & Administration Program Controls and Document Management Budget Planning & Financial Support Project Management Planning & Engineering Construction Management Operations & Commissioning Support Procurement Risk Management Safety Management Public and Professional Outreach

29 29 Project Management Guidelines Development and Training will Increase Delivery Capacity Processes, systems and tools for effective management of: Scope, Schedule and Cost (using Earned Value Management) Risk and change Quality Procurement Team and Communications Training and certification (PMI)

30 Comprehensive Public Outreach will Involve and Inform the Community Multi-faceted outreach program will exceed Council s commitment to the community Public outreach planning and strategy development Strong media outreach Community events and activities Tools to inform citizens of neighborhood project activity Community and advisory involvement forums

31 Professional Outreach: Meaningful roles for local consultants and contractors will stimulate economic development

32 Strong Momentum for Success Program Charter Project Cost/Schedule Validation Program Management Governance and Guidelines Development Cost/Schedule Control and PMIS Software Implementation Public Outreach Project Delivery

33 Processes, Systems and Tools will be Enhanced to Optimize Program and Project Management Guidelines/templates/tools: PM, Engr & Design, CM, Permitting, Estimating, PMIS systems: Scheduling, Program Controls, Doc Mgmt Portal and Dashboards, Permit Mgmt, Risk Mgmt, Document Mgmt, GIS integration O&M Process improvements Asset Mgmt, Mobile solutions, IT integration Public Website and outreach strategies/tools Training and skills development

34 Performance and Informational Sites will Enhance Communication and Cost/Schedule Control

35 Program Delivery Portal

36 Program Delivery Portal

37 Program Performance Dashboard

38 Program Performance Dashboard

39 Program Performance Dashboard

40 Program Performance Dashboard

41 Program Performance Dashboard

42 Program Performance Dashboard

43 Questions? W A T E R D I V I S I O N MARTIN WENDELS CIP PROJECT MANAGER martin.wendels@fresno.gov (559) JEFF SMITH, PE CIP PROJECT MANAGER jeff.smith@fresno.gov (559)