Project Management

Project Management Stephanie Drain, P.E. S Drain Engineering of IL, LLC

Successful Project Elements • Well defined Scope • Effective Planning • Good Leadership • Good Communication • Monitored Progress • Checks and Balances • Follow-Up

Scope Know your objective Scope of work Time frame Expectations Deliverables

Scope Key contacts Who is my client? Where do I send my reports? Where do I send time records? Who pays me? Do I have any subcontractors?

Scope • Resources • Contract Documents • Governing Specifications • Manuals and Special Provisions • Project Procedures Guide • Documentation of Contract Quantities Guide • Project Specific Information and reports

Scope • Once you’ve determined your scope and deliverables, break your project into phases with a timeline: • Allows better staging and helps to prevent confusion • Also allow easier measurement of progress as completion of each phase will serve as a benchmark

Scope • Know your capabilities • Set realistic deadlines and benchmarks • Failure to do so can result in over commitment and have a negative results to the project and your credibility

Successful Project Elements • Well defined Scope • Effective Planning

Planning • Staffing • Once you’ve determined your scope of work and broken it into smaller sections, make sure you have adequate resources. • What skills, certifications and knowledge is required to complete each task? • What is the appropriate number of people to handle this project?

Planning • Staffing • Prior to obtaining the project, staffing was a balance of potential versus economic commitment • Upon obtaining the project, you must provide adequate personnel to meet the requirements of the job.

Planning • Construction Materials • Make sure that all materials are from an approved source • Lists of approved products and sources are available on the IDOT “Doing Business” website • All materials items should have “Evidence of Materials Inspection” in accordance with the Project Procedures Guide Attachment 3

Planning • When selecting materials source, ensure that there is enough supply to meet your project needs • Example: If you need 1000 tons of aggregate per day during the summer and the quarry can only supply you with 600 tons, you will likely need to change your supplier.

Planning • Construction Materials • When you order raw materials, plan ahead to ensure that you do not run out. • Materials should not be your limiting factor in failing to meet your benchmarks and deadlines

Planning • Materials • Set a realistic threshold as an indicator for reordering • Beware of the domino effect yielding trouble in multiple areas of your project as a result of this oversight

Successful Project Elements • Well defined Scope • Effective Planning • Good Leadership

Leadership • To create a great project, you have to have a great team • Must have a shared vision of success, illustrated by a project completed on time and on budget • Commitment to conducting all business lawfully and with integrity • Keep everyone informed of progress, achievements and challenges

Leadership • Define Expectations • Each team member should be assigned the following: • Roles • Responsibilities • Authorities • Accountability

Leadership • Delegation Team success depends largely on your ability to recognize and develop your individual members skills and strengths. Delegation allows: • Assurance that you have the most qualified person handling tasks • The perspective of other qualified personnel on issues • Freedom for the Project Manager to handle other responsibilities

Leadership • Delegation • Assignments should always be clear • Always maintain contact with those you delegate tasks to • Monitor progress and performance • Establish accountability

Leadership • Working as a Team: • Once you’ve set up your team it is important to : • Review the project plan and phases • Determine what the individual and collective goals are • Stress the impact of each role • Emphasize the importance of communication

Successful Project Elements • Well defined Scope • Effective Planning • Good Leadership • Good Communication

Communication Defined: • exchange of information: the exchange of information between people, e.g. by means of speaking, writing, or using a common system of signs or behavior

Communication Communication Utilize multiple forms as deemed appropriate Written Reports / Memorandums Weekly / Bi-Weekly Meetings E-mails Faxes Phone calls Text messages don’t leave a convenient paper trail…

Communication • When your prepare to communicate you need to consider: • Who needs to know about this? • Who wants to know about this? • Who do I want to know about this? Address your media accordingly

Communication • Meetings • Regularly scheduled • Each meeting should have a defined agenda • Meeting time allotment should be predefined (i.e.,1 hour) • Facilitate discussion such that entire agenda is covered and more in depth issues can be formally addressed appropriately at a scheduled time.

Communication • Meetings • After the meeting, minutes of the proceedings should be prepared and distributed for review. • Monitor any action items that were presented during the meeting to ensure follow-through.

Communication Communication is Key It is easier to be proactive than reactive Don’t assume anything Be consistently persistent If you don’t know, ask

Successful Project Elements • Well defined Scope • Effective Planning • Good Leadership • Good Communication • Monitored Progress

Progress • Time • Resources • Staffing • Budget • Deliverables

Progress • In order to accurately manage your project, it should be broken into phases/stages. • Throughout the project, you should monitor these phases to assess your performance • Are you meeting important dates? • Is your level of productivity effective? • What changes if any need to be made?

Progress • At the end of each phase you should review: • What was completed? • Were the benchmarks met? • How many working days were required to complete the phase? • How was the staff utilized in completion of the phase? • What was the overall cost compared to the what was budgeted?

Progress • Check your progress versus the timeline of the Project • Assess if any changes need to be made to meet your deadline • If changes cannot be made, change your remaining plans to incorporate the new goals and expectations

Progress • Documentation • Whatever you do, make sure that you document your steps, progress and decisions! “If you didn’t write it down, you didn’t do it!”

Progress Documentation Good records are imperative Project diary Field books Weekly reports Time records Pay estimates Pay items

Progress • Documentation • IDOT’s Management Software • IL Construction Records System (ICORS) • Computerized Diary and Quantity Book • Weekly reports • Daily Quantities • Pay estimates • Material Allowances • Change Authorizations

Progress • Documentation • IDOT’s Management Software • Materials Integrated System for Test Information and Communication (MISTIC) • For Materials reporting

Progress • Project Management Software • Databases and Spreadsheets may be effective for internal auditing and management of time and resources • You may additionally choose to implement your own Project Management Software.

Progress • Documentation • All reports and documents submitted to IDOT for the project should be completed in accordance with the requirements specified in the “Documentation of Contract Quantities” guide.

Progress • The incorporation of all elements will help to ensure that you stay on track. • The largest factor contributing to unsuccessful projects is “scope creep” • In other words… Keep your eye on the prize!

Successful Project Elements • Well defined Scope • Effective Planning • Good Leadership • Good Communication • Monitored Progress • Checks and Balances

Checks and Balances • The final stretch • Plan for the end of your project • Prepare a detailed list of all unfinished tasks • Closeout completed supply and materials contracts • Transition staff to new assignments • Complete ALL deliverables • Stay motivated

Checks and Balances • When you’re closing out, pay special attention to details • Make sure you’ve obtain all required approvals • Make sure you’ve completed all final documentation and supplements • Calculations to determine final pay quantities • Measurements for cross reference to Quantity Book

Successful Project Elements • Well defined Scope • Effective Planning • Good Leadership • Good Communication • Monitored Progress • Checks and Balances • Follow-Up

Follow - Up • At the completion of your project, you should have an evaluation meeting with your entire team to determine the following: • Did you complete the project on schedule and on budget? • What areas did you perform well in? • What problems did you encounter? • What could be improved in the future?

Project Management It is your responsibility to provide a good quality service for the project with which you’ve been entrusted! Thank you!

Questions?

Project Management