The PMOC Program and the Euclid Corridor Transportation Project

1. The PMOC Program and the Euclid Corridor Transportation Project The PMOC Program and the Euclid Corridor Transportation Project

2. Discussion Items • A - What is the PMO Program? • B - When does a Project get a PMOC? • C - Who is the PMOC? • D - What does the PMOC do? • E - The documents the Grantee prepares. • F - The PMOC and the ECTP. • G - Lessons Learned from the ECTP. The PMOC Program and the Euclid Corridor Transportation Project

3. A - What is the PMO Program? • In the early 1980’s, several FTA-funded transit projects suffered major setbacks due to problems with quality, cost overruns and delays in schedules. • To safeguard the Federal investment and ensure public safety, Congress directed FTA to establish the Project Management Oversight (PMO) Program. • The PMO Program is described in 49 CFR 633 – Project Management Oversight. The PMOC Program and the Euclid Corridor Transportation Project

4. A - What is the PMO Program? • For all Major Capital Projects (MCP) • Involves the construction of a new fixed guideway or an extension to an existing fixed guideway, • Involves the rehabilitation of an existing fixed guideway with a total project cost in excess of $100 million in construction. • Is not exclusively for the routine acquisition, maintenance, or rehabilitation of Vehicles or other rolling stock, • Involves new technology, • Is of a unique nature for the recipient, • May benefit from the oversight or technical assistance available through the PMO Program, • FTA is promoting the benefits of BRT. Some qualify for PMOC oversight, like the ECTP. The PMOC Program and the Euclid Corridor Transportation Project

5. A - What is the PMO Program? • The objective of the PMO program is to assist FTA in assessing and evaluating the development and implementation of each project. • Assess grantees’ project management and technical capacity and capability to successfully implement major capital projects, • Complies with all applicable statutes, regulations, and FTA guidance, • Proceeds in accordance with the terms of grant agreements, including the agreed upon scope, budget and schedule, • Conforms with sound engineering and project management practices, • Adequate technical inspection and supervision by qualified professional of all work in progress, • Meets the requirements of the approved plans and specifications. The PMOC Program and the Euclid Corridor Transportation Project

6. B – When does the PMO Program begin? The PMOC Program and the Euclid Corridor Transportation Project

7. C - Who is the PMOC? • Consultants – engineers, architects, planners and other professionals with experience in the design, construction and operation of transportation projects. • Technical expertise to extend FTA’s technical staff in monitoring the development and implementation of grantees major capital projects. • Brings experience in: • Project/Program Management, • Engineering and Architectural Designs, • Risk Assessment, • Cost Estimating Scheduling, • Contract Packing and Procurement, • Guideway Systems - Roadways and Trackwork, • Heavy Construction - Bridges and Tunnels, The PMOC Program and the Euclid Corridor Transportation Project

8. C - Who is the PMOC? • Traffic Management, • Traction Power, Signals and Communication Systems, • Fare Vending Systems, • Yards, Shops and Bus Maintenance Facilities, • Rail and Bus Vehicles, • Operations and Maintenance Specialists, • Construction Safety and Safety/Security, • Real Estate Acquisition. The PMOC Program and the Euclid Corridor Transportation Project

9. D – What does the PMOC do? • The PMOC’s key role and responsibility is to assist FTA in managing major capital projects to ensure the projects are: • On time, within budget, in conformance with Federal requirements, • Constructed to approved plans and design specifications, • Efficiently and effectively implemented. The PMOC Program and the Euclid Corridor Transportation Project

10. D - What does the PMOC do? • Review and prepare assessments of Grantees programs such as: • Project Management, • Technical Capacity, Capability and Readiness, • Capital Cost Estimates, • Risk and Contingency Management, • Value Engineering, • Real Estate Management, • Safety and Security Management, • Fleet Management, • Construction Management. • Provides technical assistance and recommendations to the Grantee The PMOC Program and the Euclid Corridor Transportation Project

11. D - What does the PMOC do? • The PMOC will periodically (monthly) assess and evaluate the Grantee on General Project Management functions such as: • Timely Management Decisions, • Delegations of Authority, • Management of Project Scope, • Internal Controls, • Schedule Analysis, • Cost Estimates and Trends, • Delivery of a Quality Product, • Project Safety and Security. The PMOC Program and the Euclid Corridor Transportation Project

12. D - What does the PMOC do? • The PMOC will also assess the Grantee on Specific Project Management functions such as: • Contract packaging and sequencing, • Constructability reviews, • Schedule and cost reporting, • Quality control, • Quality assurance , • System safety, • Risk management, • Change orders, • Staffing and training, • Claim avoidance/management, • Value engineering, • System start-up, • Environmental monitoring, • Right-of-way acquisition and relocation. The PMOC Program and the Euclid Corridor Transportation Project

13. D - What does the PMOC do? • The PMOC does not: • Prepare designs, • Sign or seal project documents, • Inspect, approve or accept construction, vehicles or equipment. The PMOC Program and the Euclid Corridor Transportation Project

14. D – The PMOC uses Oversight Procedures The PMOC Program and the Euclid Corridor Transportation Project

15. E – What are the principal documents the Grantee prepares and uses? • The Project Management Plan, or PMP, is the Grantee’s key document. The PMP lays out the Grantee’s methodology on how it will manage and successfully deliver the Project. • The PMP is… • It is intended to be a dynamic document that should be expanded and updated as necessary throughout project implementation, • The PMP should be updated, as a minimum, prior to advancing into the Final Design and Construction Phases.  The PMOC Program and the Euclid Corridor Transportation Project

16. E - The PMP • The PMP should… • Demonstrate that all phases of the project have been thoroughly considered, • Given thought to the methods to be used to execute the project • Understand interfaces that will be created between various participants, • Define the objectives of the project, the methods and resources proposed to be used in meeting those objectives, • Provide the overall management strategy including project control, and the responsibilities, authorities, and measures of performance for all parties involved, • Recognize the role of FTA in the oversight and independent review of the project by both the PMOC and FMOC. The PMOC Program and the Euclid Corridor Transportation Project

17. E – When is the PMP prepared? • The PMP is developed… • Project management concepts are developed initially during the AA and should be documented in the PMP,  • The PMP defines the scope of project implementation starting at least in PE and policies for management and control activities, • The PMP should also adhere to the FTA Grant Management Guidelines, FTA Circular 5010.1C. • FTA requires the Grantee to submit a PMP for FTA’s review and approval prior to PE and before advancing to subsequent project phases. The PMOC Program and the Euclid Corridor Transportation Project

18. E – What are the contents of the PMP? • The PMP should include the following subjects: • Organization • Adequate recipient staff organization, complete with well-defined reporting relationships, statement of functional relationships, job descriptions, and job qualifications, • Budget • A budget covering the project management organization, appropriate consultants, property acquisition, utility relocation, systems demonstration staff, audits, and such miscellaneous payments as the recipient may be prepared to justify, • Management Process • A design management process encompassing PE and final design; • Project Schedule • Design, construction, testing and start-up phase schedule, The PMOC Program and the Euclid Corridor Transportation Project

19. E – What are the contents of the PMP? • Document Control Procedure • A document control procedure and record-keeping system, • Change Order Procedure • A change order procedure which includes a documented, systematic approach to the handling of construction change orders, • Construction Phase Organization • A description of organizational structures, managerial/technical skills, and staffing levels required throughout the construction phase, • QA/QC • Quality Control (QC) and Quality Assurance (QA) programs which define functions, procedures, and responsibilities for construction and for system installation and integration of system components, • Materials • Materials testing policies and procedures, The PMOC Program and the Euclid Corridor Transportation Project

20. E – What are the contents of the PMP? • Reporting Requirements • Internal plan implementation and reporting requirements, • Testing and Startup • Criteria and Procedures to be used for testing the operational system or its major components, • PMP Updates • Periodic updates of the plan, especially related to project budget and project schedule, financing, ridership estimates, and the status of local efforts to enhance ridership where ridership estimates partly depend on the success of those efforts, • Reporting • Recipient's commitment to make monthly submission of project budget and project schedule to the Secretary. The PMOC Program and the Euclid Corridor Transportation Project

21. E – PMP Sub-Plans • There are several additional sub-plans to the Grantee’s PMP. They serve to improve upon the project management functions of Grantees. • The Grantee PMP project sub-plans are: • Development Plan, • Execution Plan, • Risk Management Plan, • Contingency Management Plan. The PMOC Program and the Euclid Corridor Transportation Project

22. E – The Project Development Plan • Project Development Plan (PDP) – This is a sub-plan of the PMP prepared by the Grantee for the AA Phase through the completion of the PE Phase. • The Grantee will delineate specifics for: • Administration and technical activities, • Environmental Impact Statement (EIS) activities, • Community Relations activities, • Process and activities Grantee will use to ensure completeness and accuracy of the PE Phase work so as to meet FTA requirements for technical and financial readiness. The PMOC Program and the Euclid Corridor Transportation Project

23. E – The Project Execution Plan • Project Execution Plan (PEP) – This is a sub-plan to the PMP prepared by the Grantee for Final Design Phase through the Project Close-out. • The Grantee will delineate specifics for: • Procurement, • Construction, • Pre-revenue Testing and Start-Up, • Pre-Revenue / Revenue Operations, • Specialized project activities, and the project contracting Close-Out activities (inclusive of training and warrantees, etc.). The PMOC Program and the Euclid Corridor Transportation Project

24. E – Timelines of the PDP and PEP. The PMOC Program and the Euclid Corridor Transportation Project

25. E – Risk Management Plan • Risk Management Plan – This plan will provide disclosure of the risk assessment activities to be undertaken by the recipient over the course of the project life, and provide quantification (in time and/or costs) and qualification of those risks. • The plan will provide clear and concise means and methods to be used to manage those risks, identify and deal with unforeseen risks, and reporting of all activities and results. The PMOC Program and the Euclid Corridor Transportation Project

26. E – Contingency Management Plan • Contingency Management Plan – The objective of this plan is to identify at each phase, and within each phase at major milestones (e.g., negotiation of a professional services contract, opening of a construction bid), where the contingency may be potentially needed for use. • It is a means by which recipients develop alternatives (or options) that could be advanced such that financial contingency amounts may not be necessary to mitigate potential budget overrun at points during the project’s implementation. The PMOC Program and the Euclid Corridor Transportation Project

27. F – The PMOC and the ECTP • Early on in the Project… • PMP Review, • Capacity and Capability Review, • Risk Assessment, • Monthly Report content and format, • Provided assistance and guidance in the Real Estate Acquisition Program. The PMOC Program and the Euclid Corridor Transportation Project

28. F – The PMOC and the ECTP • Provided Review and Recommendations on ECTP documents and procedures. • Project Master Schedule, • Change Order Process, • Buy America Program, • QA/QC Program for all Construction Contracts, • Contingency Management Plan, • Cleveland Clinic Foundation Plans, • Monthly Costs, • Testing Requirements for the C05B - Stations and Systems construction, • Vehicle Inspection Oversight, • Safety and Security Certification, • Testing and Start-Up Plans, • Operational Readiness. The PMOC Program and the Euclid Corridor Transportation Project

29. G - Lessons Learned • Competing goals (transit improvements vs. urban redevelopment) lead to cost and schedule problems. • Project coordination/partnership. • Cleveland Clinic Area Redesign. • City of Cleveland • unanticipated sewer work, • underside walk vaults never fully relocated, • Cleveland Public Power constant source of delay in relocating underground lines and street lights. The PMOC Program and the Euclid Corridor Transportation Project

30. G - Lessons Learned • Third party agreements (e.g., utilities) are key to cost and schedule control problems. • Traffic and pedestrian control during construction • BRT projects have their complexities, increasing demands on staff (still need considerable management expertise!). • Do not underestimate requirements for bus operations planning for successful start-up. • Keep the PMP Current – RTA is in the process of updating its “Activation” chapter. The PMOC Program and the Euclid Corridor Transportation Project

31. Questions The PMOC Program and the Euclid Corridor Transportation Project