program and project management system determine need for new functional area in web trnsport...

Program and Project Management System

Determine Need for New Functional Area inweb Trns•port

Trns•port Users Group Conference2007

Presentation OutlinePresentation Outline

• Business Case• Indiana DOT System (SPMS) • Agency Requirements Gathering• Vision for web PPMS• Joint Development Next Steps

Business CaseBusiness 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 Trns•port• Need to reduce total cost per agency to

build a new system

INDOT Client/Server Schedule / Project Management System

(SPMS) &

Custom Web Interfaces

Indiana DOT System: SPMSIndiana 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 Trns•port• Interfaces to Trns•port CES and MS Project• Prototype interface with ESRI GIS ArcView• AASHTO considering integration of SPMS

functionality with web Trns•port, pending agency interest and funds

SPMS ComponentsSPMS Components

INDOT Custom Web Interfaces to INDOT Custom Web Interfaces to SPMSSPMS

• 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

Project Search Custom Web Project Search Custom Web InterfaceInterface

Agency Requirements Gathering

For Web SPMS

Agency Requirements GatheringAgency 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

Agency Requirements GatheringAgency 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

High Level Requirements and High Level Requirements and ObjectivesObjectives• 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 Trns•port business lifecycle• Capable of interfacing easily with other systems

– GIS, Land Records, Bridge Inventory, scheduling tools and other internal support systems

Vision for web SPMS

Vision for web SPMSVision for web SPMS• 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 Trns•port functional areas or as standalone

Vision for web SPMSVision for web SPMS

Proposed Functionality • Resource Management• Program/Project Structure• Program/Project Schedule• Tracking and Monitoring• Fund Management• System and Interfaces • General

Proposed Functionality for web SPMSProposed Functionality for web SPMS

Resource ManagementTrack 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


Program/Project StructureWork 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


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.)


Program/Project ScheduleCreate 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

Proposed Functionality for web SPMSProposed Functionality for web SPMSProgram/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


Tracking and MonitoringView 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


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 projectperformance and get notified when performance is outside acceptable range

Schedule, track and report on roadinspections


Fund ManagementManage 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


Project CreationCreation 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.


System and InterfacesCustomized 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


System and Interfaces (Cont’d)Unified database and seamless integration with web Trns•port

- 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 Trns•port lifecycle for decision support

- Total project cost and completion information automatically updated

Proposed Functionality for web SPMSProposed Functionality for web SPMSGeneralTasks 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

web SPMS

Joint Development Next Steps

web SPMS Joint Development web SPMS Joint Development BenefitsBenefits• Integration with web Trns•port, 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

Opportunities and Next StepsOpportunities 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)

Contacts Contacts Jill Faulkenberg, INDOT

[email protected]

Mike Jenkins, [email protected]

Phil Rodriguez, Info [email protected]

Neeta Someshwar, Info [email protected]

Teresa Franklin, Info [email protected]

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