Welcome to BPA Fish and Wildlife’s Winter 2005 Workshops!

1. A Welcome to BPA Fish and Wildlife’s Winter 2005 Workshops! Part of Fish and Wildlife’s Process Improvement Initiative. • This workshop is part of our commitment to periodically provide you with updated information about BPA’s contracting and project management processes. • Last summer’s workshops were a first introduction to the topics being presented today. • You may find that this session includes a large amount of material… • But, because project management is such an advanced discipline, it is impossible to break guidance down into step-by-step instructions. • Instead, the purpose of today’s workshop is to introduce you to concepts that you will be able to use with the support of your BPA project manager. • Both your BPA project manager and the Process Improvement staff are dedicated to supporting you after the workshops are done. • Before you leave, please complete an evaluation of today’s workshop!

2. Why Do Process Improvement ? We want to improve F&W’s ability to support projects on-the-ground. • The Process Improvement Initiative is about improving BPA’s project management and contracting activities in the F&W program. • We’re doing it because we heard from you and others that there was room for improvement! • However, this phase is not our ultimate goal. We consider it part of “cleaning up our own backyard” before we approach the more rewarding areas of project selection and improving the program’s approach to recovery. • Our goal is to make BPA’s operations efficient, transparent, and easy to understand. We want to be easy to work with, as consistent as possible, and a productive enabler of F&W work on the ground. • The purpose of this workshop is to support contractors in changes that will occur in FY2005.

3. Changes for FY’05 FY’05 will be a year of dramatic improvement. • Changes the PI initiative is making to project implementation include: • Improving how BPA enables and oversees projects. Gain consistency in the format of SOWs, improve our focus on deliverables, and ready SOWs for reporting biological metrics. • Rollout a software tool that enables better collaboration around F&W activities, improves transparency, and makes information easier to access for all program participants. • Develop better guidance on how to work with BPA in contracting and project management. We hope to improve our consistency and make the program’s requirements accessible and clear. • We greatly appreciate your attendance at this workshop and willingness to participate in helping us through a critical year. • We believe our new approach provides the F&W program with valuable information, without injecting an undue administrative burden on our contractors or BPA staff. • This spring, we need your assistance in converting SOWs to the new work element format and using a new software system called Pisces.

4. Agenda for Winter 2005 F&W Workshops • We have three goals for today: • Share background information on Process Improvement, Pisces, and the 1. Our Agenda: • Today’s Workshop, Happenings in FY’05, and the Pisces System Background information to help orient you. (8:30 to 9:45) 15 minute break • Introduction to SOWs in Work Element Format Information about the new format based on work elements, etc. (10:00 to 12:00) Lunch break… • Work Element Conversion Clinic Detailed discussion about converting your SOW to work element format. (1-2:15) 15 minute break • Introduction to Pisces Hands-on training in using Pisces. (2:30 – 3:45) + 15 minute wrap-up. schedule for FY’05 2. Train you on the work element format and begin converting SOWs. 3. Introduce you to Pisces hands-on!

5. We Have Five Goals for FY’05 BPA is implementing significant change this year.

6. Implementation Schedule for FY’05

7. In Detail – SOW Conversions We aim to improve BPA’s role in the implementation of F&W projects. Converting FY’05 SOWs to Work Element Format • In order to accomplish the conversion to work element format, you must have an understanding of the new SOW format and list of work elements. This workshop is intended to get you started. • For FY’05, you and your BPA Project Manager will work together to ensure your SOW is successfully converted to work elements. Your participation is critical to ensuring our success. • The BPA PM will be well-versed in work elements and the new SOW format. • Conversion of existing SOWs needs to be complete by May 31, 2005. • After April 1, 2005 BPA will not accept any SOW that is not in work element format. • The primary goal of this workshop is to acquaint you with work elements and begin to work through converting one of your SOWs. • Next we’ll talk about entering SOWs into Pisces… However, your first priority is proper use of the work element SOW format.

8. In Detail – Entering into Pisces We aim to improve BPA’s role in the implementation of F&W projects. Entering Your SOW into Pisces • BPA will have a team of data entry specialists who can assist in entering SOWs into Pisces. Members of this team are called “Alchemists”. • The only format Alchemists will accept are SOWs developed using work elements and the work element template. • Prior to using Pisces, you can develop SOWs using an Excel template found at: http://www.efw.bpa.gov/contractors/developingsow.aspx. This is a temporary tool to use before using Pisces! • Your BPA project manager will be helping to enter SOWs into Pisces on their own. After that, they will draw upon the Alchemists as they see fit. • All contractors will be required to review their SOWs using Pisces on their own computer. • Those contractors who wish to enter their SOW directly into Pisces may do so in cooperation with their BPA project manager beginning in early March.

9. In Detail – Status Reporting We aim to improve BPA’s role in the implementation of F&W projects. Status Reporting Through Pisces • Pisces will be ready to accept contractor status reports on-line beginning July 1, 2005. • The approach to status reporting was designed to be a rapid activity, particularly when the project is going well. It draws on a Red/Yellow/Green approach as described at the summer 2004 workshops. • Status reports will be based on milestones, as defined in the SOW you will begin converting today. • Once received, your BPA PM will provide their own comments on your project's status in Pisces. • BPA will provide additional training on the use of Pisces for status reporting as the time nears.

10. In Detail – FY’06 and Metrics We aim to improve BPA’s role in the implementation of F&W projects. Developing FY’06 Contracts in Pisces • Contractors developing FY’06 SOWs will be required to do so using Pisces beginning on July 1, 2005. • The only way an FY’06 SOW will be accepted by BPA will be through Pisces. • Additional training will be available to assist contractors with using Pisces prior to the development of their FY’06 SOW. Collecting Metrics Information • Metrics information for all FY’05 contracts will be captured in Pisces sometime around the beginning of FY’06 (October 2005). • Additional training will be available to assist contractors with using Pisces to capture metrics information prior to when we begin the process.

11. Critical Dates We aim to improve BPA’s role in the implementation of F&W projects. • April 1, 2005 – Begging on this date, all SOWs delivered to BPA must be in work element format. • May 31, 2005 – Deadline by when all existing FY’05 SOWs will be converted to work element format and entered into Pisces. • July 1, 2005 – Begin collecting Red/Yellow/Green status reports for FY’05 contracts in Pisces. • July 1, 2005 – Begin receiving FY’06 SOWs 90 days in advance for those that start on October 1, 2005. • Late 2005 – Complete collection of metrics information for FY’05 accomplishments.

12. What is Pisces? Pisces is the software system BPA will use to manage the F&W program • Pisces runs on your desktop similar to an application from Microsoft. • It communicates with BPA over the internet. • Because Pisces was written by BPA, we have the ability to develop new functionality to meet your needs.

13. Pisces Will… Pisces is the software system BPA will use to manage the F&W program Pisces will be used to: • House information about F&W projects and contracts including the SOW, budget, work schedule, and spending plan. • Make information available to all parties via the internet. • Enable contractors to submit status reports online. • Support the capture and reporting of biological metrics. • Manage location information via GIS functionality. • Manage the distribution of PIT tags in concert with PSMFC. • Maintain contact information that can be used to communicate within the F&W program. • In the future, support the project proposal and selection process. • Pisces will protect unauthorized users from changing information in your SOW. • Because Pisces will dramatically increase the amount of information available about the F&W program and your work, there is a chance someone you don’t know may contact you about your project shortly after go-live.