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Project Board Meeting: Progress, Risks, Budget & Next Steps Discussion

This meeting covers project demand trends, progress milestones, risks affecting project and product, budget allocations, and proposed acceleration for project completion by EOY FY09. Planning documents and next steps will be discussed based on current status.

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Project Board Meeting: Progress, Risks, Budget & Next Steps Discussion

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Presentation Transcript

  1. Project Board Meeting

  2. Welcome&Introductions

  3. Agenda • Continued Demand • Project Progress-to-Date • PSDC Development Demo • Project & Product Risks • Project Budget • Next Steps • Board Expectations • Q & A

  4. Demand continues • FY08 permit volume Y-T-D: 231,534 • 6.7 % increase over last year • 23.5% increase from three years ago (FY05) • 39.2% increase from five years ago (FY03)

  5. Progress-to-Date

  6. Milestones (MS) • MS 1 – Solidifying project approach • Deliverables included: • Project Approach Document • High-level WBS, WBS Dictionary & RAM • Web-based Project tracking tool • Issue Defect & Resolution tracking tool • Reporting Requirements Document • MS 1 was delivered on-time, to specifications and was processed for payment

  7. Milestones (cont.) • MS 2 – Joint Application Design (JAD) • Deliverables included: • JAD schedule and assignments document • JAD sessions themselves • JAD Summaries • Detail Design Documents for application modules, databases (data models), data conversion, and external systems interfaces • MS 2 deliverables were presented on-time and are currently under review

  8. Milestones (cont.) • MS 2 – Activities Recap • Nine JAD sessions • Wide range of Participants • Confirmed RFO business requirements • Expanded the detail and identified additional requirements within scope • Processed 17 requests for information from Vendor for use in detail design

  9. Milestones (cont.) • MS 2 – Activities Recap • Design Documents for: • System Overview • Data Conversion • Systems Interface • User Interface/Mapping • Restrictions Management • Routing • Re-Route Identification • Report Generation • Database Design documents for GIS, Bridge, Restrictions, Permits, Users, Saved Trips and Audit Administrative Trail

  10. PSDC Progress Demo

  11. RISKS

  12. Risk Types • Project Risks • Risks that impact the project’s ability to deliver on time, on budget and according to specs. These risks occur within the project life-cycle • Product Risks • Risks that could impact the production capability of the product (post implementation) to meet its intended performance levels and are risks associated with the Product life-cycle

  13. Identified Project Risks • Data • TxDOT’s data is lacking • Mitigation efforts include: • Involving Districts & Divisions in Project • Manual data correlation processes of disparate data • TFT • Uncertainty of ability to have needed environment for performance testing and production implementation • Mitigation efforts include: • Working closely with TSD to identify process and establish needs • Contingency planning

  14. Identified Product Risks • TFT performance levels • Production process at risk • Quarterly updates potential quagmire • Mitigation efforts include: • Working with TSD to establish appropriate support levels and sense of urgency by TFT • Contingency planning for outage periods • Minimizing quarterly process steps • Local OS/OW permit issuance (counties/cities) • Coordination of routed permits a potential nightmare • Mitigation efforts include: • Working some of the entities (Harris County, Houston, Laredo) to be involved in the process • Exploring potential TxPROS solution

  15. Budget

  16. Allocations and Proposed Acceleration • Current FY08 Allocation: $ 538,125 • Current FY09 Allocation: $ 200,000 • Pending ABR (FY08-09): (ABR for $50,000 has been submitted for FY08) (ABR for $ 212,000 will be needed for FY09) • Projected FY10 Allocation: $ 436,100 We propose accelerating schedule (and funding) to complete project and payments by EOY FY09. This would require FY09 ABR of $647,280 instead of $212,000

  17. Next Steps

  18. Planning • Planning Documents include: • Data acquisition, conversion & Integration • Infrastructure development • Application development plans • Security consideration • Testing, Training, & Marketing Plans • JAD sessions scheduled to address these topics • Implementation

  19. Next Steps (cont.) • Planning Documents also include: • Expanded WBS & WBS Dictionary • Expanded Responsibility Assignment Matrix (RAM) • Precedence Diagram & Critical Path document • Detail Work Schedule

  20. Board Expectations

  21. Q & A

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