project health management information system (phmis) · project health management information...

Project Health Management Information System (PHMIS)

Executive Sponsors

Russell Zapalac Chief Planning and Projects Officer

Lynn Isaak Director PMO

Maureen Wakeland Portfolio Management & Reporting

Section Director

10/25/2012 2012 Short Course M Wakeland 1

Outline

• Project Charter

• Project Development & Status

• Look Ahead Deliverables & Milestones


Outline: Project Charter

• Approved June 2012… due date Dec 15 2012

• Goal: report on key project health information (progress, cost, schedule, resource utilization)

– Accurate

– Timely

– Relevant


Problem Definition

• DDORs are managing multiple projects with various complexity

• Project Information resides in various legacy systems

• Each information system has a separate “owner”

• Want to see “cradle to grave” details


Proposed Solution

• Need improved tools & Techniques


PHMIS

Benefits of PHMIS

• Standard reports

• Ad-hoc report capability

• Share information across agency “silos”


Outline: Project Development & Status

• Schedule remaining

• 3 Key Concepts

• New data fields needed


Milestone/ Week

Week 1

10/05

Week 2

10/12

Week 3

10/19

Week 4

10/26

Week 5

11/02

Week 6

11/09

Week 7

11/16

Week 8

11/24

Week 9

11/30

Week 10

12/07

Week 11

12/14

Week 12

12/21

Month Jan

2013

Month Feb

2013

MonthMar 2013

Finalize Data

Requirements

Build Data Mart & P6(2)

Create Data Fields in Legacy Systems

Populate Data

Pilot &Testing (IH 35)

Five Districts Projects Data Population

Reports Testing

Training

All Districts

Project Schedule

Go - Live

3 Key Concepts

• Project Maturity

• Cost Drivers

• Cost Estimate Class


National Best Practices Project Maturity Concepts • TTI was lead research

agency

• AASHTO evaluating for national adopting

• TTI on contract to support TxDOT in development of best Cost Estimating Practices

• Pilots are being started to evaluate “best practices” for TxDOT

10/25/2012 10 2012 Short Course M Wakeland

NCHRP 574…Project Maturity Road & Bridge Development Phases


NCHRP 574…Project Maturity Development Phases & Activities


DRAFT PHMIS Project Maturity

Project Maturity

Numbering

Project Maturity Level/Phase of Overall Project

Project Maturity Timeframe (in relation to letting and typical

values by project)

7 Planning 25 to 10 years before

6 Programming 10 to 5 years before

5 Preliminary Design 0-30% 5 to 1 years before

4 Design 30- 60% 3 to 1 years before

3 Final Design 60-100% 1 to 0 years before

2 Advertise and Bid (Letting) 0 years before

1 Construction 0 to 5 years after

M Operations and Maintenance Varies after

13

Cost Driver Concept

• Road & Bridge

– Environmental

– Design

– ROW Acquisition

– Utility Adjustment/Relocation

– Construction

– Construction Engineering/Inspection

– Maintenance (Design-Build)


NCHRP 658: Estimate Class Concept Refinement of Estimate over Time

10/25/2012 15

Estimate Class Rating

(Legacy System)

Definition & Maturity

(% Complete of Cost Driver Progress)

Conceptual Step of Cost Driver Task

Definition

End Usage (Typical purpose of Estimate)

Methodology Typical TxDOT Methodology

Preparation Effort

E 0% to 2% Determine Scope Screening or

Feasibility

Stochastic or Judgment

Based on % of Construction estimate

Very Low (.005% of Cost)

D 1% to 5% Identify Tasks Concept Study or

Feasibility

Primarily Stochastic

Based on % of Construction estimate

Low (.01% to .02% of Cost)

C 10% to 40%

Identifying Tasks not Previously and

Identified Completing Tasks

Budget, Authorization or

Control

Mixed but primarily stochastic

Unit Prices applied to Estimated Major

Tasks/Items/Hours

Medium (.015% to .05% of Cost)

B 30% to 70% Completing and

Few Tasks Control or Bid

Tender Primarily

Deterministic

Unit Prices applied to all Estimated

Tasks/Items/Hours

High (.025% to .1% of Cost)

A 50%-100% Finalizing all Tasks Check Estimate or

Bid/Tender Deterministic

Unit Price applied to Tasks/Items/Hours of

Work

Very High (.05% to .5% of Cost)

DRAFT PHMIS Cost Driver Estimate Class Guidance

New Data Fields Needed By Cost Driver

• Planned Start

• Actual Start

• Planned Finish

• Actual Finish

• Planned Budget (w/ date)

• Cost Estimate Class

• Others specific to Cost Driver


Outline: Look Ahead

• Reports

• Data fields needed

• Timeline


Report Stakeholders

• 3 Tiers of reports

– ADM

– DDOR & Sr Management

– Project Managers


Draft Top 10 Report Needs

10/25/2012 21 2012 Short Course M Wakeland

Current Status

• Final Design Completed by Consultant

• New fields are being created

• Kick Off meeting – IH 35 project teams last

week

– 5 Metro Districts next week

• Short turn around for populating fields (please)


Reports…What is Next?

• Business Intelligent tool

• HCL Consultant

• Top 10 list of reports

– List developed & prioritized based on feedback


PHMIS Team


Summary & Conclusions

• PMO/IT are working hard on delivering a valuable product

• With your help we can meet Dec 15 deadline

• HNTB is present

• Please call if you have questions/concerns

Maureen Wakeland, PE PMP

512 416 2262

[email protected]

10/25/2012

2012 Short Course M Wakeland 25

Discussion & Questions


End


Location of saved file:

• T:\PMO_DD\Short Course 2012/PHMIS Short Course 2012 V_Final V_1.pptx


Cost

Variance ($)

A

Time

Cu

mu

lati

ve

Co

st

($)

Today (Data Date)

Planned Budget ($)

Information Needed


Schedule Slip

(units of time)

At

Completion

Cost

Variance

($) Project

Budget

▲

Budget at Completion ($)

Estimate at Completion ($)

By Project Maturity

Actual Start Planned Start

Original Planned Finish

Current Estimated Finish

▲

project health management information system (phmis) · project health management information...

Documents