Coordinating with Project Manager Cindy Kowalski, PMP Utility Coordinator, Parsons December 2013

1. Coordinating with Project Manager Cindy Kowalski, PMP Utility Coordinator, Parsons December 2013

2. Objective • Consider three non-technical (soft) skills for coordinating with the Project Manager (PM) that can help make the project a success. • Discuss the Utility Risk Report and Project Funding to give an understanding of how these tools are used by the Utility Coordinator (UC) and PM to ensure project success.

3. Agenda • Effective communication • Organization • “On-Point” attitude • Coordinating with others • Utility Risk Reports • Project funding • Conclusion

4. Effective Communication • PM is your customer and No. 1 stakeholder • Stay in contact: • E-mail • Phone • Meetings • Ask questions • Clarify to confirm expectations • Be responsive

5. Organization • A multi-tasking requirement • E-mails • Files • Documentation • To-do Lists • Status reports

6. On-Point Attitude • Customer Focused • Positive • Solutions Minded • Responsiveness • Follow Through • Timely • Ready to resolve office or field situations

7. Coordinating with Others • Not Just the Project Manager… • Utility company representatives • INDOT Utility Oversight Agent • Consultants • Contractor

8. Utility Risk Report Project Information Goals Risk Evaluation Critical Right-of-Way Parcels Funding by FY

9. PM Goals for Utility Coordination • Meet with PM • Example Goals: • Have all utilities relocated ahead of construction • Transmission Poles ordered by x date • Use SUE data to avoid relocation of fiber optics • Other

10. Risk Evaluation • Step 1: Risk Identification • List factors that could adversely impact the project schedule or budget • Be Specific – what could go wrong…name the utility and the problem • Examples: • Duke Material Acquisition/Delay (i.e. steel poles) • AT&T Work Plans not approved • Time Warner representative unresponsive

11. Risk Evaluation • Step 2: Risk Mitigation Strategy • For each risk identified, develop one or two strategies to eliminate or minimize the risk. • Examples • Let the project with a Utility Impact Note re: Duke • Keep reminding AT&T that the Work Plan is due • Send letter to Time Warner • Accelerate a parcel for right-of-way acquisition • Develop design exception • Change MOT

12. Risk Evaluation • Step 3: Tactics • For each strategy, list specific tactics (action items) that can implement the strategy • Examples (i.e. who, what, when): • UC will obtain schedule from Duke, Lee Nicholson by x date. • UC will submit impact note to PM by x date • UC will send a letter to ATT Craig Adams, and then follow up weekly by e-mail or phone call • UC will draft letter to Forrest & Time Warner by x date – INDOT Utility Oversight Agent to sign • Escalate to Director if not resolved by x date

13. Risk Evaluation Summary • Step 1: Identify Risk • Step 2: Develop 1 or 2 Strategies to eliminate or mitigate the risk • Step 3: Assign Tactics to implement strategies

14. Funding by Fiscal Year • INDOT Fiscal Year: July – June • FHWA Fiscal Year: October – September • Utility relocation work typically overlaps one or more calendar years • Coordinate with utility representatives • Estimate reimbursements • Calculate the funds needed by FY • Communicate with PM • Follow up as needed • Need help? Contact the Utility Oversight Agent

15. Conclusion Effective Communication Organization On-Point Attitude Project Success Solves Problems Utility Adjustments On time and Within Budget Coordinating with PM Utility Risk Evaluation Funding by FY