MCDOT Project Delivery Focus Group Update

1. MCDOT Project Delivery Focus Group Update Teresa Welborn, MCDOT Administrator Steve Wilcox, MCDOT Engineering Division Manager Traci Ruth, MCDOT Strategic Communication and Outreach Division Manager Wednesday, September 12, 2018

2. MCDOT’s Continuous Improvement Progress

3. Programmed TIP Dollars in millions

4. TIP Delivery Focus Groups Goal Explore, seek consensus and prioritize the top challenges to achieve an expanded delivery of the TIP

5. Discussion Questions • What do we do well? • What can we do better? • Processes • Timing • Coordination • Communication • Accountability • Additional Resources

6. 20 Technical Leads

7. Functional Group Results Enhanced Scoping Ongoing Training

8. Functional Group Phase Summary Scoping Phase 155 Comments Received

9. Enhanced Scoping: Task Force Topics • More robust scoping process and report • Improve connection between scoping report and project work plan • Develop realistic project schedules with buy-in from all • Meeting attendance at project meetings and field visits • Explore standardized meeting times to improve attendance

10. Enhanced Scoping - Goals Goal Statement 1: Final Scoping Report sets the project footprint, identifies all impacted project elements for each functional area and defines the resource needs, estimated project cost and project schedule to complete the project Final Design phase. Goal Statement 2: The Project Work Plan (PWP) defines the project risks for each functional area and related reasonable level of effort to fully understand the potential impacts and mitigation to these impacts for budget and schedule requirements.

11. Enhanced Scoping – Deliverable Matrix

12. Enhanced Scoping – Deliverable Matrix

13. Ongoing Training – Task Force Topics Increased Training - Task Force Topics • TIP Application training development • Project Development Manual tune-up • Scoping (30%), 60%, 90% and 100% Plan set review training with QA/QC training • Re-occurring project delivery training • Environmental clearance requirements • Procurement timeframes • Work plan milestones

14. Ongoing Training- TIP App

15. Ongoing Training- TIP App/Project Status Project info Project team Utility & R/W Budget Budget Forecast Update notes Schedule

16. Ongoing Training- Goals Goal Statement 1: Once users are identified (defined as users and viewers), outline a recommended curriculum for initial and ongoing TIP Application Training. • Clearly define users and viewers • Understand how users and viewers access/use data; and understand of report types, availability and content • Recommendations for of a two-tiered training system Goal Statement 2: Identify opportunities for additional content and increased use of the TIP Application. • Identify application fixes considered “low hanging fruit” • Identify toolbox improvements

17. Ongoing Training- Goal #1 Results

18. Ongoing Training- Goal #2 Results Application fixes considered “low hanging fruit” • Creating dynamic/editable reports • Programming project team notifications • Adding project status update meeting scheduling information • Automating reports for schedule changes 2. Toolbox improvements • Creating additional technical lead applications • Adding a hyperlink to MCDOT’s Road Information Tool for expanded institutional data • Enhancing communication with supporting technical lead applications • Allow more viewers to have limited editing rights

20. Thank you!