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Project Consultant Expense Tracking

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					                                                                                 Printed on: 7/13/2011



                   PROJECT MANAGEMENT GUIDE
   City of Lincoln, Nebraska                  Public Works and Utilities Department
   City Project Number:                       XXXXXX
   Project :                                  Name / Type / Location or Other Descriptors
   Project Sponsor:                           City Division and Section
   City Project Manager:                      Name of Overall (Design) Project Manager

   Consultant Firm Name:                      Consultant Firm or City Section doing design
   Consultant Project Manager:                Consultant PM or City Section designer
   Consultant Project Number:                 Consultant Firm Internal Reference Number
   NDOR Project Numbers:                      NDOR Reference and Control Number


    Table Of Contents:
    * Project Objectives / Goals / Critical Success Factors (CSFs)
    * Project Schedule, Work Breakdown Structure (WBS)
    * Project Funding Sources and Cost Estimate Spreadsheet
    * Project Team Roles and Responsibilities
    * Communication Plan
    * Document Distribution
    * Quality Control Plan
    * Risk Management Plan
    * Action Items / Decision Log
    * Project Decision Summation Form
    * Project Change Request Form




File is: 354ded16-f0a6-47da-9ac5-c8416206ffe2.xls                                    File Tab: Content
                                                                                                                                                      Printed on: 7/13/2011




         Project Objectives and Goals with the Critical Success Factors Defined
                      Public Works and Utilities Department                                        City of Lincoln, Nebraska
       City Project Number: XXXXXX                                                  NDOR Project Numbers: NDOR Reference and Control Number
                     Project : Name / Type / Location or Other Descriptors       Consultant Project Number: Consultant Firm Internal Reference Number
            Project Sponsor: City Division and Section                               Consultant Firm Name: Consultant Firm or City Section doing design
       City Project Manager: Name of Overall (Design) Project Manager            Consultant Project Manager: Consultant PM or City Section designer


                                 Project Purpose / Objectives / Vision / Justification / Scope / Constraints
      Consider the following: Purpose and Objectives -- What are the primary objectives to be achieved? -- What is this project about? -- Why is this project
      being done? -- Why is this project important? -- What is this project trying to be accomplished? -- What is going to happen on this project -- Include any
      historical background or references. Vision and Justification -- Detail the benefits to be realized -- State what is expected to be achieved as a result of
      implementing this project -- Include the need the project will address and if applicable, tie it to the organization's mission statement -- Who are the
      stakeholders? -- Talk about the "What's in it for me" that the stakeholders will be looking for -- Include any historical background or references. Scope
      and Constraints -- Define what is or is not included in the project.-- State specifically what work will and will not be done -- Briefly mention any major
      constraints-- Include any historical background or references -- What will be the final project or deliverables? -- Deliverables are the "Must Have"
      products, They are measurable, tangible, verifiable outcomes, results or items that will be produced. -- The project is a failure if the deliverables are not
      produced. -- Briefly describe any suppositions or beliefs about the project relateded to resources, scope, expectations, schedules, etc. that for planning
      purposes will be considered to be true, real, or certain. Briefly describe any limitations or exceptions under which the project must be conducted.
      Include time, money, resource availability, skill levels, and any physical, political, or environmental constraints

                                                                    BASIC MINIMUM GOALS
      Goals                                               Expectation                                                        Assumption


      Adherence to             Stay within +15% of original estimate                               Very little or no change in project scope
      budget
      Faithfulness to          Stay within +10% of original time frame                             Very few or no unexpected delays outside of team’s control
      Schedule
      Good Team                Communication is open, honest, and free flowing. Decisions          Team members will go to the one they have issue with and
      Relationship             are made in a timely manner, with proper input.                     will work through appropriate contacts
      High Quality             Project properly documented, Clear, concise construction plans      Adequate Budget and Time is allow for on this project.
      Results                  and documents
       Appropriate Level       Public acceptable of the project process will be obtained           Public will be *pick one of the following * (informed,
      of Public                through communication of vision, project progress, and public       consulted, involved, collaborated, or empowered)
      Involvement              consent
      Others as needed

                                Critical Success Factors                                     Performance Measures

                    1                                                           metric:



                    2                                                           metric:



                    3                                                           metric:



                    4                                                           metric:



                    5                                                           metric:



                    6                                                           metric:



                    7                                                           metric:



                    8                                                           metric:



                    9                                                           metric:




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           Project Milestones and Work Breakdown Structure
           City of Lincoln, Nebraska            Public Works and Utilities Department
                        City Project Number: XXXXXX
                                       Project : Name / Type / Location or Other Descriptors
                            Project Sponsor: City Division and Section
                       City Project Manager: Name of Overall (Design) Project Manager
                       Consultant Firm Name: Consultant Firm or City Section doing design
                  Consultant Project Manager: Consultant PM or City Section designer
                   Consultant Project Number: Consultant Firm Internal Reference Number
                      NDOR Project Numbers: NDOR Reference and Control Number
                   Original Est. by Someone on 10/15/2005
              Last Updated by The Project Manager on 04/12/07
 # Project Milestone / Work Element               Task Lead     Date    Budget      %Complete    Earned Value($)
 1                                                                                              $            -
 2                                                                                              $            -
 3                                                                                              $            -
 4                                                                                              $            -
 5                                                                                              $            -
 6                                                                                              $            -
 7                                                                                              $            -
 8                                                                                              $            -
 9                                                                                              $            -
10                                                                                              $            -
11                                                                                              $            -
12                                                                                              $            -
13                                                                                              $            -
14                                                                                              $            -
15                                                                                              $            -
16                                                                                              $            -
17                                                                                              $            -
18                                                                                              $            -
19                                                                                              $            -
20                                                                                              $            -
21                                                                                              $            -
22                                                                                              $            -
23                                                                                              $            -
24                                                                                              $            -
25                                                                                              $            -
   Totals                                                               $    -                  $            -
   Expended to date plus accruals $
   Budget status $ [over or (under)]                                                            $            -
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    Project Funding and Cost Estimate
                  Public Works and Utilities Department                                                                                City of Lincoln, Nebraska
                                  City Project Number:        XXXXXX                                                     NDOR Project Numbers: NDOR Reference and Control Number
                                               Project :      Name / Type / Location or Other Descriptors              Consultant Project Number: Consultant Firm Internal Reference Number
                                      Project Sponsor:        City Division and Section                                   Consultant Firm Name: Consultant Firm or City Section doing design
                                 City Project Manager:        Name of Overall (Design) Project Manager                Consultant Project Manager: Consultant PM or City Section designer


                                  Original Cost Estimate            $2,000,000   Original Est. by An Estimator on 10/15/2005
                                        Last Updated on:        March 1, 2007    Last Updated by A Project Manager

 Total Project Funding
    Types of Funds                                                 Funds      Comments
    Example - State                                                  $285,220   Anticipated funding. Revised DR-73 submitted week of 08/21/06
    Example - Street Construction CIP FY XX-XX                       $889,000
    Example - Street Light Reimbursement                             $229,508
    Example - Urban Development Reimbursement                        $750,000   Will bill as payments are made
    Example - Private Developer Funding                               $50,000   Will need to reimburse when project is complete

                                 Total Project Funding =            $2,203,728

 Total Project Costs
    Expense Categories                                             Costs          Funding Pot #1        Funding Pot #2   Comments
    Estimated Preliminary Engineering                                 $300,000            $255,000               $45,000
    Estimated Right Of Way Acquisition                                $200,000            $200,000
    Estimated Utility Relocates (paid by the project)                 $115,000              $50,000                $65,000
    Estimate LES Relocates (paid by the project)                       $20,000              $15,000                 $5,000     Billing will come at end of project
    Estimate City Supplied Items                                      $125,000            $125,000
    Estimated Construction Cost                                     $1,225,000            $750,000                $475,000 Construction Estimate is OR is not inflated
    Estimated CE                                                      $183,750            $112,500                 $71,250
                                       Total Project Cost =         $2,168,750          $1,507,500               $661,250 Total Project either is OR is not Inflated

                                        Current Funding =           $2,203,728            Current Estimate used construction costs from     2006             $75,000 Changes effecting budget
                          Current Project Estimated Cost =          $2,168,750                        Future Year Construction assumed      2007            $150,000 Added Left Turn Lane
                                 Current Funding Status =              $34,978                Inflation Percentage Increase Per Year =      3.0%            -$75,000 Removed Landscaping

   Original Estimate + Original Estimate of Scope Changes           $2,075,000
                                           Current Estimate         $2,168,750
                                               % Difference             4.52%




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     Project Team Roles and Responsibilities
          Public Works and Utilities Department                                                                      City of Lincoln, Nebraska
           City Project Number: XXXXXX                                                                            Consultant Firm Name: Consultant Firm or City Section doing design
                        Project : Name / Type / Location or Other Descriptors                                 Consultant Project Manager: Consultant PM or City Section designer
               Project Sponsor: City Division and Section                                                      Consultant Project Number: Consultant Firm Internal Reference Number
          City Project Manager: Name of Overall (Design) Project Manager                                         NDOR Project Numbers: NDOR Reference and Control Number


                                                                     Project Team Roles and Responsibilities
            Name            Init.         Role / Title          Division / Section / Firm     Phone #      Email @ Address                              Responsibilities
                                                             PWU -- Engineering Services
1    Thomas Shafer          TSS Section Manager                                             402-441-7837   tshafer @ lincoln.ne.gov
                                                             -- Design / Construction
2                                                                                                                 @

3                                                                                                                 @

4                                                                                                                 @

5                                                                                                                 @

6                                                                                                                 @

7                                                                                                                 @

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10                                                                                                                @

11                                                                                                                @

12                                                                                                                @

13                                                                                                                @

14                                                                                                                @

15                                                                                                                @

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       Communication Plan
               City of Lincoln, Nebraska
              Public Works and Utilities Department
             City Project Number: XXXXXX
                           Project : Name / Type / Location or Other Descriptors
                  Project Sponsor: City Division and Section
             City Project Manager: Name of Overall (Design) Project Manager

            Consultant Firm Name: Consultant Firm or City Section doing design
        Consultant Project Manager: Consultant PM or City Section designer
         Consultant Project Number: Consultant Firm Internal Reference Number
           NDOR Project Numbers: NDOR Reference and Control Number

                                        Communication Plan


       Communication Element                Participants            Frequency       Media/Setting




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Document Distribution
      Public Works and Utilities Department                                                         City of Lincoln, Nebraska
 City Project Number: XXXXXX                                                          Consultant Firm Name: Consultant Firm or City Section doing design
               Project : Name / Type / Location or Other Descriptors              Consultant Project Manager: Consultant PM or City Section designer
      Project Sponsor: City Division and Section                                   Consultant Project Number: Consultant Firm Internal Reference Number
 City Project Manager: Name of Overall (Design) Project Manager                      NDOR Project Numbers: NDOR Reference and Control Number

                       X = Yes; App. = As applicable; Elec.= Electronic Distribution Only; HC = Hard Copy Only; Web = Notification of being posted to website

                                                                             Document Distribution
                                                                                                   Recipient Initials
    Document                                        -         -          -          -          -           -            -       -          -          -          -           -           -




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                                  Quality Control Plan
                                  City of Lincoln, Nebraska
                           Public Works and Utilities Department
                 City Project Number: XXXXXX
                               Project : Name / Type / Location or Other Descriptors
                      Project Sponsor: City Division and Section
                 City Project Manager: Name of Overall (Design) Project Manager

                     Consultant Firm Name:     Consultant Firm or City Section doing design
                 Consultant Project Manager:   Consultant PM or City Section designer
                  Consultant Project Number:   Consultant Firm Internal Reference Number
                    NDOR Project Numbers:      NDOR Reference and Control Number


   Quality Control Element           Responsible Party              Target Date         Completion Date




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                Risk Management Plan (Predictable Surprises)
                City of Lincoln, Nebraska
                Public Works and Utilities Department
                  City Project Number: XXXXXX
                               Project : Name / Type / Location or Other Descriptors
                      Project Sponsor: City Division and Section
                 City Project Manager: Name of Overall (Design) Project Manager

                Consultant Firm Name:     Consultant Firm or City Section doing design
            Consultant Project Manager:   Consultant PM or City Section designer
             Consultant Project Number:   Consultant Firm Internal Reference Number
               NDOR Project Numbers:      NDOR Reference and Control Number

                 Risk Management Plan (Planning for Predictable Surprises)
         Potential Issues                       Prevention Measures                              Status
What is the potential risk factor?        What are we going to do about it?        What is the current status?




    File is : 354ded16-f0a6-47da-9ac5-c8416206ffe2.xls                                             File Tab: 8 Risk
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                                 Action Items / Decision Log
                                      Public Works and Utilities Department                                                      City of Lincoln, Nebraska
                          City Project Number: XXXXXX                                                                     Consultant Firm Name: Consultant Firm or City Section doing design
                                        Project : Name / Type / Location or Other Descriptors                         Consultant Project Manager: Consultant PM or City Section designer
                               Project Sponsor: City Division and Section                                             Consultant Project Number: Consultant Firm Internal Reference Number
                          City Project Manager: Name of Overall (Design) Project Manager                                 NDOR Project Numbers: NDOR Reference and Control Number


                                                                                       Action Items / Decision Log
                        Item #   Date Initiated      Date Closed                     Due Date & Description                        Responsibility                 Status / Resolution
                                                                   Concrete, very specific description of what needs done and by                    Place to put notes, if needed, to reflect any
                                                                   when                                                                             interim progress, issues, status,
                                                                                                                                                    rescheduling reasons for the action. This
                          1         01/01/06          12/31/09                                                                     * See below      column can be a good communication tool
                                                                                                                                                    for action items in progress or to note when
                                                                                                                                                    complete

                          2

                          3

                          4

                          5

                          6

                          7

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                          12

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                          16




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  Project Decision Summation Form
                   City of Lincoln, Nebraska
                   Public Works and Utilities Department
                  City Project Number: XXXXXX
                                Project : Name / Type / Location or Other Descriptors
                       Project Sponsor: City Division and Section
                  City Project Manager: Name of Overall (Design) Project Manager

                Consultant Firm Name:     Consultant Firm or City Section doing design
            Consultant Project Manager:   Consultant PM or City Section designer
             Consultant Project Number:   Consultant Firm Internal Reference Number
               NDOR Project Numbers:      NDOR Reference and Control Number

                              Project Decision Summation
 ___ Check here is supplemental information is available, gathered, documented, or needed
 List of other Key Decision Documents:

Key Project Issue:


Background Information / Discussion Points / Considerations taken / Impacts:




Options / Alternatives Reviewed




PM recommended option(s)


Consulted with (Division/Section) - Name




Authorization to proceed with option/alternative:


(Name - Signature)                                                                       (Date)


(Name - Signature)                                                                       (Date)
                                        Project Change Request Form
                                  City of Lincoln, Nebraska
                                  Public Works and Utilities Department
                     City Project Number: XXXXXX
                                        Project : Name / Type / Location or Other Descriptors
                          Project Sponsor: City Division and Section
                    City Project Manager: Name of Overall (Design) Project Manager

                    Consultant Firm Name: Consultant Firm or City Section doing design
              Consultant Project Manager: Consultant PM or City Section designer
               Consultant Project Number: Consultant Firm Internal Reference Number
                  NDOR Project Numbers: NDOR Reference and Control Number

                                             Project Change Request Form
     (insert proposed contract language to be changed and/or added in this area)




     Description of and Reason for Change:                                    ___ Check here if Decision Form is reason.




     Impact To:
              Project Budget:
                    Schedule:
                      Quality :
                       Other :

     Individuals Endorsing Change:

                                                            x
     (project sponsor representative)                       (signature)


                                                            x
     (name)                                                 (signature)


                                                            x
     (name)                                                 (signature)


                                                            x
     (name)                                                 (signature)

                                                            x
     (name)                                                 (signature)



     Authorization to Proceed With Change:                                ___ YES              ___ NO


     (Firm Signature)                                                     (City Signature)
                                            Date:                                                    Date:



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                                Project Goals with Critical Success Factors Defined
         City Project Number:      XXXXXX                                              Consultant Project Number:    Consultant Firm Internal Reference Number
                       Project :   Name / Type / Location or Other Descriptors             Consultant Firm Name:     Consultant Firm or City Section doing design
              Project Sponsor:     City Division and Section                           Consultant Project Manager:   Consultant PM or City Section designer
         City Project Manager:     Name of Overall (Design) Project Manager               NDOR Project Numbers:      NDOR Reference and Control Number



                                                             BASIC MINIMUM GOALS
      Goals                                                  Expectation                                                  Assumption
      Adherence to                 Stay within +15% of original estimate                                 Very little or no change in project scope
      budget
      Faithfulness to              Stay within +10% of original time frame                               Very few or no unexpected delays outside
      Schedule                                                                                           of team’s control
      Good Team                    Communication is open, honest, and free flowing. Decisions are Team members will go to the one they have
      Relationship                 made in a timely manner, with proper input.                    issue with and will work through
      High Quality                 Project properly documented, Clear, concise construction plans appropriate contacts Time is allow for on
                                                                                                  Adequate Budget and
      Results                      and documents                                                         this project.
       Appropriate Level           Public acceptable of the project process will be obtained through Public will be *pick one of the following*
      of Public                    communication of vision, project progress, and public consent     (informed, consulted, involved,
      Involvement
      Others as needed             0                                                                 collaborated, or empowered)
                                                                                                     0

               #REF!               #REF!                                                                 #REF!


                                    Critical Success Factors                                      Performance Measures

                     1 #VALUE!                                                         metric: #VALUE!


                     2 #VALUE!                                                         metric: #VALUE!


                     3 #VALUE!                                                         metric: #VALUE!


                     4 #VALUE!                                                         metric: #VALUE!


                     5 #VALUE!                                                         metric: #VALUE!


                     6 #VALUE!                                                         metric: #VALUE!


                     7 #VALUE!                                                         metric: #VALUE!


                     8 #VALUE!                                                         metric: #VALUE!


                     9 #VALUE!                                                         metric: #VALUE!




                        Individuals Endorsing Goals and Critical Success Factors:

                                                                                 x
                       (name)                                                    (signature)                                               (date)
                                                                                 x
                       (name)                                                    (signature)                                               (date)
                                                                                 x
                       (name)                                                    (signature)                                               (date)
                                                                                 x
                       (name)                                                    (signature)                                               (date)
                                                                                 x
                       (name)                                                    (signature)                                               (date)




354ded16-f0a6-47da-9ac5-c8416206ffe2.xls                                   7/13/2011                                                                        13/14
    Project Funding and Cost Estimate
                                   City Project Number:        XXXXXX                                                                   NDOR Project Numbers:      NDOR Reference and Control Number
                                                 Project :     Name / Type / Location or Other Descriptors                           Consultant Project Number:    Consultant Firm Internal Reference Number
                                        Project Sponsor:       City Division and Section                                                 Consultant Firm Name:     Consultant Firm or City Section doing design
                                   City Project Manager:       Name of Overall (Design) Project Manager                              Consultant Project Manager:   Consultant PM or City Section designer


                                        Last Updated on:         March 1, 2007

Total Project Funding
   Types of Funds                                                   Funds      Comments
   Example - Federal                                                  $380,214
   Example - State                                                     $85,220
   Example - Street Construction CIP FY XX-XX                         $119,786 Anticipated funding. Revised DR-73 submitted week of 08/21/06
   Example - Street Light Reimbursement                               $189,508
   Example - Urban Development Reimbursement                          $600,000
   Example - Private Developer Funding                                 $50,000 Can't transfer now (08/06). Will need to wait about 6 months See Singh e-mail via Thomas 08/16/06

                                   Total Project Funding =           $1,424,728
                            Total Federal Project dollars =

Total Project Costs
                               Construction Costs for year                 2006 Fed. Funding Federal Funding Eligible (80%)      Local Funding State Funding Comments
   Estimated PE                                                        $385,000      No         $                         -      $ 347,306.50 $ 37,693.50 (Max. eligible State funding per agreement)
   Estimated ROW                                                             $0      No         $                         -      $         -
   Estimated Utility Relocates                                               $0     Yes         $                         -      $         -
   Estimate LES Relocates                                                    $0                 $                         -      $         -
   Estimate City Supplied Items                                        $125,000     Yes         $                  100,000.00
   Estimated Construction Cost                                       $1,075,000     Yes         $                  860,000.00    $   167,473.50    $ 47,526.50 (Max. eligible State funding per agreement)
   Estimated CE                                                         $80,000     Yes         $                   64,000.00    $    16,000.00                (State max in construction cost)
                                        Total Project Cost =         $1,665,000                 $                1,024,000.00    $   530,780.00    $ 85,220.00
                               Total Project Cost Inflated =         $1,739,925
          (If negative then additional funding is needed) =           -$315,197                     Future Year Construction =              2007
                                                                                     Inflation Percentage Increase Per Year =               4.5%
                                 Current Federal Funding =                   $0
                        Eligible Project Federal Funding =           $1,024,000
                   Potential Increase in Federal Funding =           $1,024,000




C:\Docstoc\Working\pdf\354ded16-f0a6-47da-9ac5-c8416206ffe2.xls                                                                                                                                        7/13/2011

				
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Description: Project Consultant Expense Tracking document sample