R O S E P H E T T E P L A C E

WISCONSIN DEPARTMENT OF TRANSPORTATION

American Recovery and Reinvestment Act (ARRA)

Overview

• Summary of ARRA Program• New WisDOT Procedures for ARRA• New Contractor Procedures for ARRA• ARRA Accomplishments• Best Practices/Lessons Learned From

ARRA

Legislative Passage of ARRA

•Jan. 26, 2009; Governor Jim Doyle issues Executive Order #274 and creates the WI Office of Recovery and Reinvestment

•Feb. 13, 2009, ARRA is passed by Congress •Feb. 17, 2009, President Obama signs ARRA into law

Federal DOT receives $40,789,595,036*• FHWA receives $26,856,499,056 of the

amount received by the DOT*

*Source: www.recovery.gov

ARRA Program Totals•WisDOT received $529.1 million for use on State and Local highway and bridge projects*

•WisDOT has let 330 projects for $497 million to date 2009 (133 projects for $320 million)

o Local = 75 projects for $65.9 milliono State = 58 projects for $254.2 million

2010 (197 projects for $177 million)o Local = 178 projects for $135.7 milliono State = 19 projects for $41.6 million

*Source: www.dot.wisconsin.gov/projects/recovery

New Procedures for ARRA1. Oversight/Change Management Structure2. Detailed Reporting of Projects

a. Reporting to FHWA and DOTb. WisDOT Secretary Reportc. Internal Departmental Reportsd. Reports published on WisDOT’s website

3. Change Management4. Accelerated Project Starts (Notice To Proceed)5. Detailed Tracking of Projects

a. PS&E status trackingb. NTP trackingc. Construction Finals trackingd. Consultant contract closeout tracking

WisDOT ARRA Oversight & Change Management Structure

Placeholder

Project ProgressMeeting

Project ProgressMeeting

Project ProgressMeeting

Region/BureauCM

Meeting

DTSD Program CM

ARRAOversight

Exec Level Oversight

Project ProgressMeeting

DTSD Program Level Change Management

Region/Bureau Level Change Management

Project Level change management

Weekly

3rd Week of the Month or as needed

4th Week of the Month or as needed

Monthly or as needed

Detailed Project Reporting• Monthly Collection of Data

Collect employment data from Civil Rights Compliance System (CRCS)

Collect project payment and contract status data from WisDOT databases

Collect detailed data about current and projected issues and costs using the data collection form

• Reporting of Data Submit data to Recovery Act Data System (RADS) which is

used to report to congress on spending of ARRA funds Create monthly report to the Wisconsin Secretary of

Transportationo Monthly report posted on WisDOT website:

http://www.dot.wisconsin.gov/projects/recovery/index.htm

Program Reporting RequirementsReport Period Recipient Information Project Information   Location Employment Information

 Time period covered by the report,

report date and / or cut-off day Federal Agency Name & Office Recipient Name Recipient DUNS Number Recipient Contact Information TAFS Number CFDA Number Federal Aid Project

NumberState Project

IDLet Contract or

PO NumberProject Type

(Individual, State wide, etc.)

Project Description or

NameProject Purpose Project

RationalePlain English

Project Details

NEPA & Environmental Codes

Sub-recipient name, address,

and DUNS Number

Sub-recipient

Type CodeBegin Mile

PointEnd Mile

Point Length Congressional DistrictEconomically

Depressed Area Y or N

Location (County and /

or Route)NAICS Code Total # Employees

Hours by Gender & Ethnicity

Total Hours

Total Payroll

Direct Jobs Created Sustained /

RetainedNarrative on jobs data per Project

Report Name and Report Cycle

FHWA Project Table Uploads (two weeks after project is certified, monthly until all components entered, and as requested by FHWA)     X         X X   X X X X   X           X X X X            FHWA Project Detail Table (updated when Federal Aid Number is Issued)               X             X                                FHWA GIS Table (two weeks after project is certified, and as requested by FHWA)               X X                   X X X     X              FHWA Awards Table Uploads (weekly)     X         X X X             X         X   X              FHWA Monthly Status Table Uploads (up to two times per month) X   X         X X X             X                 X   X X    FHWA Recipient Tables (as requested by FHWA)     X X X X X                                                FHWA Maintenance of Effort Table (as requested by FHWA)     X X X                                                    FHWA Payment Table (monthly, and as requested by FHWA) X             X X X             X                            Recovery Act Report to Committee on Transportation and Infrastructure (monthly) X   X X X     X X     X X X                               X  1512 Quarterly Report from Recipients and Sub Recipients (quarterly) X X X X X X X X X X   X X   X   X X       X   X           X XShort1512 Monthly Report from Recipients and Sub Recipients (monthly) X X X X X X X X X X   X X   X   X X       X   X           X XARRA Projects Monthly Report to WisDOT Secretary (monthly) X               X X   X             X X X     X   X S X      

Fund Information Fund Information (continued) Work Progress  Total

Recovery Act Funds for all

Projects

Total Recovery Act

Funds per Project

Estimated Total Cost per

Project

Funds Received or

Obligated

Allocated, total and by

project dates

Obligated, total and by

project dates

Recovery Act Funded

Contract Amount

Total Contract Amount

Project Cost total

and by project dates

Percent Paid

DBE Goal

DBE Commitment

DBE Paid

Pending Contract Modifications

Various Reserve Amounts

Estimate Project

Duration or Schedule

Ad Date or # Projects

Advertised

Award Date or # Projects

Awarded

Notice to Proceed Date

or # Proceeding

Percent Time Elapsed or Complete

NEPA or Environmental

Completion Dates

Description of Progress or

Issues

Work Completed Date or #

Completed

Recipient Maintenance of

Effort InformationReport Name and Report Cycle

FHWA Project Table Uploads (two weeks after project is certified, monthly until all components entered, and as requested by FHWA)   X X                           X       X      FHWA Project Detail Table (updated when Federal Aid Number is Issued)                                                

FHWA GIS Table (two weeks after project is certified, and as requested by FHWA)                                                FHWA Awards Table Uploads (weekly)             X X     X X     X X X        FHWA Monthly Status Table Uploads (up to two times per month)                         X             X        FHWA Recipient Tables (as requested by FHWA)                                                FHWA Maintenance of Effort Table (as requested by FHWA)                                               XFHWA Payment Table (monthly, and as requested by FHWA)                 X                              Recovery Act Report to Committee on Transportation and Infrastructure (monthly) X   X X X X                     X X X       X X1512 Quarterly Report from Recipients and Sub Recipients (quarterly)       X   X     X             X   X   X        Short1512 Monthly Report from Recipients and Sub Recipients (monthly)       X   X     X             X   X   X        ARRA Projects Monthly Report to WisDOT Secretary (monthly)     X         X X S X X X S S     X   X   S X  

Types of Data

Types of Data

Repo

rt N

ames

Repo

rt N

ames

Change Management• Change Management is the monitoring and managing

of project issues or risks that have the possibility of affecting scope, safety, budget, and schedule.

• Change Management is currently used on all ARRA projects, on both the State and Local levels.

• The process of Change Management is used on many levels within WisDOT, from the Project Leaders in the field to the Director and Secretary’s Office level.

Lesser amount of $50,000 or 50% of reserve.

Project

Lesser amount of $500,000 or 100% of reserve.

Region

Any cumulative increase over 100% reserve up to $1,000,000

Division

Any cumulative increase over $1,000,000

Exec. Level

Change Management (Cont.)

• Each ARRA project was allowed a construction reserve of roughly 8% of award amount based on project type.

• Project budget is managed to the award amount and reserve is used as a budget to pay for any approved quantity overruns and contract modifications.

• Thresholds created for higher level approval of contract modifications as the reserve is used up.

• Region and Division level change management teams created to review change management requests on projects that use reserve budget.

Detailed Project Tracking• PS&E Tracking

Set milestones for key submittals and enforced them Helped WisDOT accelerate certain approval processes Assisted with having proposed ARRA projects ready to be

let for 2009 and 2010• Accelerated Project Starts (NTP’s)

Notice to Proceed Dates tracked so to be issued as soon as possible to when the contract allows construction to start

Expedited starts designed to create a demand for construction jobs to fulfill the main goal of the Recovery Act

Detailed Project Tracking• Construction Project Status

Project progress and contract status Status and usage of DBE companies

Current and projected financial data to track ARRA funds spent

Helped identify project risks that could affect contract cost, time, or impact to the public

Detailed Project Tracking• Finals Closeout Tracking

Internal WisDOT goals for finals process1. Project leader submits project records to project

manager 3 months after Contract Work Complete date2. Semi-Final (Tentative) sent to contractor 4 months

after Contract Work Complete datei. Contractor has 30 days to respond to Semi-Final.

3. Final Estimate Paid 6 months after Contract Work Complete date

• Consultant Contract Closeout Tracking Internal WisDOT goals for Consultant closeout

1. Consultant final invoice approved and evaluation on file 6 weeks after Contractor Final Estimate Paid

Detailed Project TrackingExample of Finals Tracking Chart Used Internally By WisDOT

4313

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71

4993

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92

4984

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69

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45

4987

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71

4992

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48

499

4-01

-23

499

4-01

-25

4996

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69

9129

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71

9129

-12-

71

9995

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47

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49

9995

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9995

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53

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-02-

71

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-03-

71

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43

4987

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51

4992

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43

4992

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50

6507

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71

9246

-05-

71

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-05-

71

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-07-

71

4363

-04-

71

4566

-01-

71

6456

-01-

71

9072

-04-

71

9281

-08-

71

9995

-00-

45

4984

-01-

67

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0

3

6

9

12

Time between Contract Work Complete and Final Paid per Project:Region State & Local - 2010 ARRA Lets Final Ongoing-Behind Goal

Final Ongoing-Near Mile-stoneFinal Ongoing-On GoalFinal Estimate PaidConstruction Not CompleteRegion Project CountState Program Projects

Project ID (by Contract ID)

Mon

ths

32669

47

ARRA AccomplishmentsA. Construction Budget Management

• Construction contractor costs are projected to finish at 0.6% over the award amount

• Delivery costs are projected to finish 20.9% under the budgeted amount

• Combined, the ARRA Program is projected to finish at 97.8% of the construction and delivery budget at award

• Non-ARRA projects historically finish on average 108%-110% of the construction and delivery budget at award

B. Transparency and Improved Communications• Reporting increased visibility of dollars spent• Change Management procedures minimized interruptions of work

in the field

C.Project Closeout I. Status of 2009 ARRA lets (133 let projects)

• 88 projects had work complete in 2009• 40 projects were carried over and completed in 2010• 5 projects were carried over and will complete in 2011

• 100 projects had a final estimate paid as of Jan 2011o 41 Projects were within 6 months (41% of 100)o 98 Projects were within 12months (98% of 100)

II. Status of 2010 ARRA lets (197 let projects)• 135 projects had work complete in 2010• 62 projects were carried over and will complete in 2011

• 47 projects had a final estimate paid as of Jan 2011o 37 Projects were within 6 months (79% of 47)o 47 Projects were within 12 months (100% of 47)

ARRA Accomplishments (Cont.)

Lessons Learned - ARRA

• Resourcing and Program Reporting

• Detailed Project Tracking

• Change Management

• Finals Closeout

Resourcing and Program Reporting

Additional DOT resourcing up front yields payoffs in the end

Current Monthly reports are being used to varying degrees by each region to analyze the ARRA program as it is ongoing (Currently evaluating for future use)

This proactive monitoring of the ARRA program has yielded significant results such as being only 0.6% over budget at 85% expended.

Detailed Project Tracking

Possible to track Design, Pre-PS&E, Construction, and Finals

ARRA tracking procedures allow a quicker analysis and recovery of projects with issues that need to be addressed by higher management levels within WisDOT or by realigning Department resources

Change Management

Can assist WisDOT further in it’s oversight role of projects by involving Region and Division level management sooner and more consistently on projects

Can be used in Design and Construction phase to review projects for safety, risk and scope issueso Based on the ARRA procedures, the local program developed

a new application process to better define risks, scope, and costs of locally sponsored projects

WisDOT recognizes that change management thresholds need to be adjusted to match the size and complexity of entire programs being monitored

Finals Closeout

Quicker closeout of projects means quicker final payment to the Contractor

Quicker finals closeout starts during construction. The Project Leader and Contractor should communicate issues and discrepancies as the work is on going

Quicker closeout of the project financially means encumbered funding can be freed up for future projects

Closing the construction contracts quicker allows WisDOT to close the consultant contracts quicker as well.

Finals Closeout (cont.)

2008 Reg 2009 Reg 2009 ARRA0%

20%

40%

60%

80%

100%

11% 13%

42%

50%

67%

98%

Percentage of Projects Meeting Closeout Goal (Based on projects with final estimate paid as of 02/03/11)

Final Paid Within 6 mo.

Final Paid Within 12 Mo.

Questions and Comments

???

2010-2011 ARRA ProjectPleasant View Road, Madison, WI