Executive Summary Project Templates

							         Chester County Rebanding Project Executive Summary - April 2010
The following is an executive summary for Chester County’s rebanding project, reporting period of April
2010.

Chester County’s project team kicked off the implementation phase of the rebanding project on 31 March
2010. Per the project schedule, the initial phase of project work is categorized into four main areas of
focus, they are:

        ProjectManagement
        SubscriberRadio Order
        Product Regression Testing
        New Radio Integration


Project Management
Much progress has been made on the project management front. A cost control process is being
developed so that project hours and costs can be compiled and tracked. Several project tools have been
developed and are in use, including a set of project status update slides, a project schedule, a project
master plan, and a project issues tracking spreadsheet. Also, weekly project status calls are scheduled
for Fridays at 8:30 am EDT. A rebanding web page has been added to the County’s DES web site. This
web page provides an update on the rebanding project and the set of project slides used at the kickoff
meeting. The web page also includes a new email address that people can use if they have any
questions regarding the rebanding project, the email address is rebanding@chesco.org. The email
address has been tested and verified to be operational.

Subscriber Radio Order
Equipment continues to be delivered to the warehouse in Malvern. The warehouse has been re-
organized so that all rebanding equipment can be received, inventoried and stored in a consolidated
location. Jack Ford has been working with Bob Lee on nearly a daily basis at the warehouse, and the
organization and management efforts are progressing well. A total of 23 pallets have been received to
date, and there are 28 additional pallets scheduled for delivery by the end of April. The warehouse
computer is now up and running, and an asset management database has been developed. Upcoming
work includes loading the inventory data into the database so it can be managed throughout the radio
integration process.

Product Regression Testing
The product regression testing task set included the verification of functionality for the new version of
software, SMU interfaces, and the enhanced portable speaker microphone. The regression testing has
been completed and EF Johnson is scheduled to deliver SMU interfaces and enhanced speaker
microphones by the end of June 2010. These two tasks drive the radio installations that are scheduled to
begin on 14 July 2010.

New Radio Integration
A series of working sessions took place to begin efforts on the initial project tasks that include pre-install
surveys and fleet map development. The pre-install surveys have begun and are on schedule. An initial
quantity of 250 radios will be inventoried by EF Johnson, and is scheduled to be completed by 14 May
2010. Fleet map and template development is on schedule. This work included the development of a
fleet map for the replacement radios that closely emulates the existing radio operation. From the fleet
map development, templates will be written so that radio programming can begin.
          Chester County Rebanding Project Executive Summary - May 2010

The following is an executive summary for Chester County’s rebanding project, reporting period of May
2010.

Chester County’s rebanding project continues to progress on schedule. Per the project schedule, the task
sets that are currently active for the project are:

       Project Management
       Subscriber Radio Order
       New Radio Integration
       Benchmark and Validation



Project Management
Weekly project status calls continue every Tuesday at 2:00 pm ET. These calls ensure that all project
tasks are proceeding on schedule and any actions noted are assigned, tracked and closed. These calls
are focused on a review of the active project tasks recorded in the program issues spreadsheet.
Currently, all project tasks and actions are being worked in a timely fashion. A project cost control
program is now in place. The team reviewed the workbook that will be used to track time and cost for
each project labor category. The cost control workbook also tracks County internal time and each
vendor’s costs that are charged to the project. Additionally, a process has been established to identify
the percent of project work completed by labor category so it may be compared to the percent of cost
incurred to date. This earned value measure will tell us if a vendor is over or under budget in any
particular category, as compared to the percent of work they have actually performed. A summary of the
cost control workbook is being developed and will be included in the Monthly project status slides. A
change order request has been submitted to the TA for specific items required for radio installs, as well as
County bar codes and additional warehouse time for inventory management. The change order request
is currently being reviewed by Nextel and the TA.

Subscriber Radio Order
Equipment continues to be delivered to the warehouse in Malvern. New equipment shipments have been
received on April 6, 21, 23 and May 4. The inventory management tools have been updated to reflect the
equipment that has been received to date. Additional work has also taken place to continue sorting and
organizing the equipment stored at the warehouse.

New Radio Integration
The radio fleet map work has been completed. On May 6, the Police Chief’s Technical Committee was
briefed on the proposed configuration and operation of the new radios. The meeting went well and the
Police Chief’s gave positive feedback on the information provided. A briefing for the Fire Chief’s is
currently being scheduled. The development of new radio programming templates is in process. The pre-
install surveys continue to progress on schedule. As of this report, the initial group of 250 mobiles has
been surveyed and work has begun on the second set of 250 mobiles. The team also worked on defining
a mobile radio antenna policy to deal with agencies that have elected to use an antenna of their own
choosing. A draft white paper was written on the topic and will assist in the development of a County
policy on the topic.

Benchmark and Validation
The benchmark and validation testing began on Monday, April 26, 2010. EF Johnson has been working
on performing system measurements at each radio site to verify the system is properly tuned. This step
is necessary to ensure that the field benchmark testing is performed on a system that has been optimized
and working properly. The system measurement portion of the benchmark testing will be completed in
July 2010, and the field measurement portion will commence immediately thereafter. The benchmark
testing is on schedule.


There are 2 schedule risk points I would like to highlight. First, as I mentioned above, a change order
request was submitted to the TA and Nextel for additional parts required as a result of the pre-install
surveys. This change order request needs to be processed in a timely fashion to avoid an delays in radio
deployments scheduled to commence mid-July. I have asked EF Johnson what the deadline is for an
executed change order to maintain the current schedule, and as soon as I hear back, we will notify the TA
accordingly. This step is important because it will put the TA and Nextel on notice that unless the change
order request is handled expeditiously, they will cause a project delay. The second risk point pertains to
the public safety speaker microphones. Jim Cosgrave notified us that there may be a delay in the
shipment of public safety microphones, currently schedule for delivery to Chester County by the end of
June. If the speaker microphone shipment is delayed, it may delay the radio deployment. EF Johnson is
working on getting a partial shipment of speaker microphones, which will keep the radio deployment on
schedule. However, if a partial shipment is not possible, the radio deployment will be delayed. Mike and
I will keep you apprised of any and all developments on these two issues.
         Chester County Rebanding Project Executive Summary - June 2010

The following is an executive summary for Chester County’s rebanding project, reporting period of June
2010.

Chester County’s rebanding project continues to progress on schedule. Per the project schedule, the task
sets that are currently active for the project are:

       Project Management
       Subscriber Radio Order
       New Radio Integration
       Benchmark and Validation
       Licensing



Project Management
Weekly project status calls continue every Tuesday at 2:00 pm ET. These calls ensure that all project
tasks are proceeding on schedule and any actions noted are assigned, tracked and closed. These calls
are focused on a review of the active project tasks recorded in the program issues spreadsheet. Much of
the project management effort this past month has been spent on fielding questions from Nextel on the
change order request that was submitted on 19 May 2010. For reference, the change order request
covered additional radio parts and services, additional warehouse rent, back to back repeater definition,
and county bar codes and a bar code reader. As of this writing, Nextel is still contemplating the additional
warehouse expense, and additional radio services to install antennas on fire vehicles. EF Johnson is
researching whether or not delays incurred in processing the change order has an effect on the radio
rollout schedule. A preliminary analysis has shown that radio installations can commence on 21 July
2010 even if the change order is not fully executed beforehand. The back to back repeater definition will
be addressed as a separate change order due to the fact that additional engineering time will be
necessary to develop a solution for each impacted site. The change order to the back to back repeater
design is not impacting the project schedule, the repeater configurations are not required for another
year.

The cost control program is now completed and in place. We have been receiving timesheet reports from
County personnel and expense detail from Roy Morris. This data, along with vendor invoicing, is being
entered and processed into our cost control workbook. Each month, we will update the project status
slides with the latest cost control information, and we will send a copy of the cost control workbook to
Mike Spirito and Roy Morris for review and reference. Additionally, this process will allow us to identify
any issues that need to be addressed, such as time reporting, or cost trends that are over or under their
respective forecast budget.

The project status slides have been updated based on feedback received from the last slide deck that
was submitted for May 2010. The next project status update slide deck will be delivered to the County
the week of 5 July 2010.


Subscriber Radio Order
Equipment continues to be delivered to the warehouse in Malvern. New equipment shipments have been
received on May 10, 13, 28, June 1, 11, 15, 18 and 21. The inventory management tracking tool has
been updated to reflect the equipment that has been received to date. All received equipment has been
logged and verified. The items that remain undelivered are the Public Safety speaker microphones,
motorcycle radios and accessories, and control station remote equipment. Only the speaker
microphones have the potential of impacting the project schedule, and a contingency plan is in place
(shipping standard speaker microphones) in the event the public safety speaker microphones are delayed
beyond one week.


New Radio Integration
The radio fleet map work has been completed. On 2 June 2010, we briefed the Fire Community
representatives on the proposed configuration and operation of the new radios. As we saw with the
Police Chief’s, the meeting was well received and we got positive feedback on the information provided.
The pre-install surveys continue to progress on schedule. As of this report, the first two groups of 250
mobiles have been surveyed and work has begun on the third set of 250 mobiles.

The end user training program continues to be developed. Several working sessions have been held to
review the progress to date. Train the trainer classes were provided by EF Johnson, which provided
many lessons to be learned. The training sessions were received with mixed results and this training will
be conducted again the week of 13 July 2010.

The radio rollout process planning continues. The information provided by EF Johnson will drive the final
order of station/department radio deployments. The team is working very hard to prepare for this radio
deployment, many planning and logistical details are being worked on a daily basis to ensure the first
round of radio deployments proceed as smoothly as possible.


Benchmark and Validation
The benchmark and validation testing continues to proceed on schedule. EF Johnson has been working
on performing system measurements at each radio site to verify the system is properly tuned. This step
is necessary to ensure that the field benchmark testing is performed on a system that has been optimized
and working properly. As of this writing, the north loop is complete, and work has begun on the south
loop radio sites.


Licensing
Our team submitted a request to vacate the proposed new channels to Nextel on 14 June 2010. After
answering some schedule-related questions, Nextel asked if they could vacate the new channels in
stages, rather than all at once. After some discussion among our team, I responded back to Nextel
stating that we would be amenable to a staged, or incremental, approach, but it would require additional
budget for testing and verification. At this point, we have drafted a proposed budget adjustment for
Nextel’s consideration. Our proposal will be sent to Nextel by the end of this week, and we will wait to
hear if they accept the proposed new budget. According to Nextel’s project manager, they are still on
schedule to vacate their channels before 6 August 2010, which is the date we have requested.


Last month, I reported on 2 schedule risk points, I would like to provide an update on the work that has
been done to deal with these issues. First, the change order request has been tracked by our team and
we have quickly responded to every question presented by Nextel. Nextel still has some decisions to
make, but we are evaluating the impact of the change order in greater detail. Currently, we believe we
can develop a rollout schedule that keeps us on track even if the change order is delayed further. This
point will be verified when we review EF Johnson’s report on the pre-install surveys and resulting impact
to each vehicle and station/department that will be delivered on or before 25 June 2010. Second, we
have received confirmation that the public safety speaker microphones will be delayed no more than one
week. As an added precaution, we have a contingency plan that entails receiving standard speaker
microphones in the event the public safety speaker microphones are delayed beyond one week. At this
point, I believe we have addressed and mitigated these risks to the project schedule.
          Chester County Rebanding Project Executive Summary - July 2010

The following is an executive summary for Chester County’s rebanding project, reporting period of July
2010.

Chester County’s rebanding project continues to progress on schedule and within budget. Per the project
schedule, the task sets that are currently active for the project are:

       Project   Management
       Subscriber   Radio Order
       New   Radio Integration
       Benchmark    and Validation
       Licensing




Project Management
Weekly project status calls continue every Tuesday at 2:00 pm ET. These calls ensure that all project
tasks are proceeding on schedule and any actions noted are assigned, tracked and closed. These calls
are focused on a review of the active project tasks recorded in the program issues spreadsheet. Once
again, significant time was spent working with Nextel on the Change Order Request that was submitted
on May 19, 2010. With the exception of the warehouse rent, we were able to reach agreement on all of
the items contained in the change order request. Nextel objected to paying for additional months of
warehouse rent, stating that the need to open the warehouse sooner was due to EF Johnson’s desire to
ship equipment in the first quarter of 2010. In order to process the change order, we agreed to defer the
warehouse rent issue for now.

The cost control program is working out well. This project tool allows us to evaluate the project costs
incurred against the percent of work completed and the time elapsed. This tool identified the fact that we
are trending low in our internal hours being reported to the project. It is important that any internal time
spent on rebanding be documented and logged into the cost control workbook for two reasons. First,
Chester County received an upfront payment of $168,680.91, which represents 50% of the total budget
for internal hours. In order to justify this payment, hours must be reported and logged. Second, all
internal hours reported translate to money for the County. Therefore, any hours that are worked, but not
reported is lost revenue. We will continue to track the hours reported and emphasize to everyone that
reporting his/her time is essential.

The project status slides have been updated based on feedback received from the last slide deck that
was submitted for June 2010. The next project status update slide deck will be delivered to the County
the week of 2 August 2010.


Subscriber Radio Order
Equipment continues to be delivered to the warehouse in Malvern. New equipment shipments have been
received on June 28, July 12, 19, and 21. The inventory management tracking tool has been updated to
reflect the equipment that has been received to date. All received equipment has been logged and
verified. Public safety speaker microphones have begun shipping and will be delivered by the end of
July. The only remaining items to be shipped are the motorcycle mount kits, which are not required in the
near term.
New Radio Integration
Much work was spent on the training program for emergency responders. The train the trainer session
was presented again by EF Johnson during the week of 12 July 2010. The Emergency Responder
training class was re-vamped based on input received from several dry run sessions. This class was
presented again on 13 July 2010 with favorable results. At this point, the training program is ready for
implementation as the radio deployment process begins.

Radio pre-install surveys continue to proceed on schedule. As of this writing, EF Johnson has completed
just over 700 surveys, representing a completion percentage of approximately, 57%. There have been
some issues regarding the detail on the surveys, but those issues are being addressed as the surveys
are received and reviewed from EF Johnson.

Work continues on the development of a radio rollout schedule. The most challenging aspect of this task
is scheduling the training sessions for each department and station. Currently, East Whiteland,
Westtown-East Goshen and Tredyffrin Township Police Departments are scheduled for radio
deployments and training. Metropolitan is picking up radios for East Whiteland and Westtown-East
Goshen on 27 July 2010. Metropolitan will pick up Tredyffrin Township radios the week of 2 August
2010. The team continues to work very hard to prepare for this radio deployment, taking into account
training schedules, change orders and equipment preparation times.


Benchmark and Validation
The benchmark and validation testing continues to proceed on schedule. EF Johnson has completed its
benchmark work at each radio site to verify the system is properly tuned. This step is necessary to
ensure that the field benchmark testing is performed on a system that has been optimized and working
properly. The next phase of benchmark includes automated drive testing which will document the signal
strength along pre-determined routes throughout the County. The automated drive route testing is
scheduled to commence the week of 9 August 2010.


Licensing
The channel clearing request has been processed by Nextel and we are in agreement on the additional
work required for an incremental vacating of the County’s frequencies. Nextel prepared and delivered
Retuning Scheduling Letters (RSL) which have been signed and returned. The benchmark work
discussed above will also include a step to verify the proposed new frequencies are clear and usable.

In summary, our project is on schedule and within budget. Our efforts for August will be focused on
ensuring the emergency responder radio rollout proceeds smoothly, and completing the benchmarking
efforts on the radio system.