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Project Management Best Practices

Project Management Best Practices. Jason Volz Nebraska Department of Roads Construction Division. Project Management Best Practices. Overview: Team of NDOR employees assemble in 2012 with two goals:

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Project Management Best Practices

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  1. Project Management Best Practices Jason Volz Nebraska Department of Roads Construction Division

  2. Project Management Best Practices Overview: Team of NDOR employees assemble in 2012 with two goals: • Develop a one-day conference to prepare new and potential Highway Project Manger for their roles and responsibilities. • Create a reference manual that shares best practices and lessons learned by experienced PMs Deadline: Fall 2012

  3. Background: Why? Traditionally, PMs learned the job several ways… • Construction Manual, Specifications, and other technical resources. • On the job experience, trial and error • Experienced PMs mentor new PMs

  4. Background: Experienced PMs • Great way for new PMs to learn, especially if they have a great mentor • But, it has some shortcomings: • Not every new PM has access to a good mentor • Doesn’t address need for consistency across the state • When PMs retire, they take knowledge with them

  5. How it Began: Prior to the Team • NDOR and AGC leaders met to discuss how we could work together to further develop leaders on both sides and facilitate more successful projects. • Both sides identified leadership traits. • The lists looked the same… good communication, consistent, understanding, reasonableness, and the list went on… • Desire uniformity and established expectations: CONSISTENCY

  6. How it Began: PM Best Practices Team Team Members: Micky Jacobs, District 2 Amy Starr, Program Management Devin Townsend, M&R Drew Wilson, District 7 Rachelle Van Cleave, HR Jason Volz, Construction Doug Hoevet, District 5

  7. How it Began: Brainstorming • Hosted Brainstorming sessions with PM Advisory Board • PM Advisory Board made up of most experienced PMs from each District • PM Advisory Board: • Average 38 years at NDOR and 17 years as a PM

  8. PM Best Practices: Reference Manual

  9. PM Reference Guide - Overview • Introduction: What Project Management means. • Section1: Pre-Construction • Section 2: Active Project • Section 3: Post-Construction • Appendices • Each Main Section is divided into 3 parts: • Administration • Field Operations • Materials Management

  10. PM Reference Guide • Formatted as a checklist with Best Practice tips and Examples. • Examples are Actual Examples from Real Projects. • Best practice tips came directly from our group of expert advisors.

  11. PM Reference Guide: Introduction • Discusses the Role and Responsibility of a Project Manager. • Discusses the importance of communication relating to projects.

  12. PM Reference Guide : Section 1 • Preconstruction • Administration: Organizing and holding a pre-construction conference, reviewing the project, correspondence • Field Operations: Coordinating survey work, notifying the public • Materials Management: Distribute Materials Required Document List (MRDL), Confirm required qualifications and certifications.

  13. PM Reference Guide : Section 2 • Active Construction • Administrative: Contract management, record Keeping • Field Operations: Verify traffic control plan (and what to do in case of an accident), Verify the project is being constructed properly, measured correctly and paid promptly. • Materials Management: Verify the necessary samples are taken and are compliant.

  14. PM Reference Guide : Section 3 • Post Construction • Administration: Verify calculations, quantities, etc. in accordance with the Final Review Manual. • Field Operations: Observation periods, punch list, project handoff. • Material Management: Provide any remaining material documentation.

  15. PM Reference Guide : Appendices OUR GOAL WAS TO MAKE A USER FRIENDLY AND LIVING DOCUMENT TO BE USED EVERYDAY • Examples include: • Letters and other correspondence. • Completed DR Forms (Work orders, Force Account statements) • Useful Forms, Memos, Meeting agendas, etc.

  16. PM Reference Guide : Appendices

  17. Best Practice Exchange • November 8, 2012, NDOR hosted a PM Best Practice Exchange for including newer PMs and potential PMs

  18. Best Practice Exchange • Overview of the Reference Guide • Communication • Project Level Contract Administration • Field Operation • Materials Management • Project and Contract Closeout • HR- Highlights of Available Training

  19. Project Manager Resource website • PDF Manual • Training Links • Video Links • Reference Links www.dor.state.ne.us/project-managers/

  20. PM Best Practices: 2013 • Hosted 2 additional brainstorming sessions with a new group of PMs • Updated and expanded the manual

  21. PM Best Practices 2014 and Beyond • Host another Best Practices Exchange in the Fall of 2014 • Update the appendix with the most current letters and examples • Update the manual as policies, best practices and requirements warrant. • Provide fresh content for the PM Resource website

  22. www.dor.state.ne.us/project-managers/

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