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					           The PMOC Program and the
      Euclid Corridor Transportation Project




BRT Workshop           The PMOC Program and the
July 21-22, 2008   Euclid Corridor Transportation Project   1
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.




BRT Workshop             The PMOC Program and the
July 21-22, 2008     Euclid Corridor Transportation Project   2
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.




BRT Workshop              The PMOC Program and the
July 21-22, 2008      Euclid Corridor Transportation Project    3
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.


BRT Workshop                   The PMOC Program and the
July 21-22, 2008           Euclid Corridor Transportation Project         4
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.

BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project       5
B – When does the PMO Program begin?




BRT Workshop           The PMOC Program and the
July 21-22, 2008   Euclid Corridor Transportation Project   6
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,



BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project           7
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.




BRT Workshop                  The PMOC Program and the
July 21-22, 2008          Euclid Corridor Transportation Project   8
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.




BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project   9
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
BRT Workshop                   The PMOC Program and the
July 21-22, 2008           Euclid Corridor Transportation Project   10
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.


BRT Workshop                   The PMOC Program and the
July 21-22, 2008           Euclid Corridor Transportation Project   11
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.

BRT Workshop                       The PMOC Program and the
July 21-22, 2008               Euclid Corridor Transportation Project   12
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.




BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project          13
D – The PMOC uses Oversight Procedures
   OP01 - Administration Conditions and Requirements           OP32C – Project Scope Review
   OP02 - PMOC Implementation, Transition Plans, Status
   Reports                                                     OP32E – Project Delivery Method Review
   OP03 - Special Tasks                                        OP33 – Capital Cost Estimate Review
   OP11 - Grantee Capacity & Capability Review                 OP34 – Project Schedule Review
   OP12 – Recurring Oversight & Reports (Trip, Periodic,       OP35 – Project Contingency and Contract Packaging
   Quarterly, Final)                                           Review
   OP14 - Lessons Learned                                      OP40 – Risk Assessment and Mitigation Review
                                                               OP41 – ADA Review – Level Boarding for Commuter
   OP20 – Project Management Plan (PMP) Review                 Rail
   OP22 – Safety and Security Mgmt Plan Review                 OP43 – Annual Review
   OP23 – Real Estate Review                                   OP45 – Small Starts Review
   OP25 – Fleet Management Plan Review                         OP46.1 – LPA Review and Readiness to Enter PE
   OP26A – Buy America Review                                  OP46.2 – Readiness to Enter Final Design
   OP26B – Bus and Rail Vehicle Technical Review               OP46.3 – Readiness to Execute or Amend FFGA
   OP32A – Project Capacity Review                             OP46.4 – Readiness to Bid Construction Work
   OP32B – Environmental Document (NEPA) Review for
   New Starts Projects                                         OP46.5 – Readiness for Revenue Operations


BRT Workshop                                The PMOC Program and the
July 21-22, 2008                        Euclid Corridor Transportation Project                                     14
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.




BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project      15
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.


BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project          16
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.




BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project          17
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,


BRT Workshop                      The PMOC Program and the
July 21-22, 2008              Euclid Corridor Transportation Project           18
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,

BRT Workshop                       The PMOC Program and the
July 21-22, 2008               Euclid Corridor Transportation Project              19
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.



BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project           20
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.




BRT Workshop                 The PMOC Program and the
July 21-22, 2008         Euclid Corridor Transportation Project      21
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.




BRT Workshop                 The PMOC Program and the
July 21-22, 2008         Euclid Corridor Transportation Project          22
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.).




BRT Workshop                   The PMOC Program and the
July 21-22, 2008           Euclid Corridor Transportation Project         23
E – Timelines of the PDP and PEP.




BRT Workshop           The PMOC Program and the
July 21-22, 2008   Euclid Corridor Transportation Project   24
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.




BRT Workshop                  The PMOC Program and the
July 21-22, 2008          Euclid Corridor Transportation Project         25
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.




BRT Workshop                  The PMOC Program and the
July 21-22, 2008          Euclid Corridor Transportation Project       26
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.




BRT Workshop                    The PMOC Program and the
July 21-22, 2008            Euclid Corridor Transportation Project      27
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.

BRT Workshop                     The PMOC Program and the
July 21-22, 2008             Euclid Corridor Transportation Project   28
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.




BRT Workshop                         The PMOC Program and the
July 21-22, 2008                 Euclid Corridor Transportation Project   29
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.



BRT Workshop             The PMOC Program and the
July 21-22, 2008     Euclid Corridor Transportation Project   30
Questions




BRT Workshop           The PMOC Program and the
July 21-22, 2008   Euclid Corridor Transportation Project   31

				
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