Action Item Tracking Log To provide a way to capture action items, communicate those action items to your team, and to track progress on those action items as the project progresses. It also serves as a permanent record of the action item after being completed . 2019 Transportation Project Delivery Conference October 2019 43
Action Item Tracking Log 2019 Transportation Project Delivery Conference October 2019 44
Action Item Tracking Log 2019 Transportation Project Delivery Conference October 2019 45
Action Item Tracking Log 2019 Transportation Project Delivery Conference October 2019 46
Action Item Tracking Log 2019 Transportation Project Delivery Conference October 2019 47
Action Item Tracking Log 2019 Transportation Project Delivery Conference October 2019 48
Action Item Tracking Log 2019 Transportation Project Delivery Conference October 2019 49
Questions & Discussion Deeper Dive List 2019 Transportation Project Delivery Conference October 2019 50
Kick Off Meeting Checklist 2019 Transportation Project Delivery Conference October 2019 October 2019
Kick Off Meeting Checklist Conduct a Kick Off Meeting at the start of each phase — • Planning and Environmental • Design • Construction 2019 Transportation Project Delivery Conference October 2019 52
Kick Off Meeting Checklist 2019 Transportation Project Delivery Conference October 2019
Kick Off Meeting Checklist Support Staff Area Engineer District Design Advanced Project Development Environmental ROW Others as needed 2019 Transportation Project Delivery Conference October 2019 54
Kick Off Meeting Checklist Potential topics to present & discuss during kick off meeting are provided as general guidance Suggested durations are also listed 2019 Transportation Project Delivery Conference October 2019 55
Kick Off Meeting Checklist Update Action Item Tracking Log Complete Meeting Agenda and Notes Distribute these items to project team after Kick-off Meeting Schedule regular project status meetings using recurring invite 2019 Transportation Project Delivery Conference October 2019 56
Questions & Discussion Deeper Dive List 2019 Transportation Project Delivery Conference October 2019 57
RACI Matrix 2019 Transportation Project Delivery Conference October 2019 October 2019
RACI Matrix • • Responsible – The doers. They get the work done. Responsible – The doers. They get the work done. R • • Accountable – The buck stops here. This single Accountable – The buck stops here. This single A person is ultimately answerable for the task. person is ultimately answerable for the task. • • Consulted – People consulted typically are subject Consulted – People consulted typically are subject C matter experts, whose advice is sought. matter experts, whose advice is sought. • • Informed – Those that need to know. These people Informed – Those that need to know. These people I are kept aware of what is going on. are kept aware of what is going on. 2019 Transportation Project Delivery Conference October 2019 59
RACI Matrix Perform ‘T orm ‘To Be’ Desig o Be’ Design Perform ‘As Is’ Analysis orm ‘As Is’ Analysis Task M Ta Management Project Manag Pr oject Manageme ment A RACI Chart can be A RACI Chart can be A RACI Chart can be A RACI Chart can be used to manage a task used to manage used to evaluate and used to create a or tasks. related/organized diagnose problems in what-if analysis for tasks to complete a tasks, projects, teams, different situations project. or other situations. that meet the needs of the desired ‘To Be’ situation. RACI Char RA CI Charting ting No Note: R Resp sponsi sibi bility Char ty Charti ting ng is a is a way of clarif y of clarifying ng relati relationsh ships ips p pertaining t ning to funct functional r ional roles les, p participa icipation e ion expecta ctation a ion assign signed to funct functional r ional roles les, a and/or a or actions need ons needed t ed to deliv liver a r a prod oduct uct or or service ice 2019 Transportation Project Delivery Conference October 2019 60
RACI Matrix Environmental Hazmat Database District Environmental Project Manager Design Engineer ROW Coordinator Area Engineer Search Service Coordinator Assessor/Writer R A C I R A C I R A C I R A C I R A C I R A C I R A C I Tasks A R I I I I I Perform Background Search Step 1: List Roles to accomplish the task in the appropriate columns A C I I I R I Perform Site Assessment at Location Step 2: List all the task to needed in the appropriate rows A C I I I R I Analyze Site Data A C I I I R I Produce EA Report & Recommendations 2019 Transportation Project Delivery Conference October 2019 61
RACI Matrix District Environmental Project Manager Hazmat Database Environmental Design Engineer ROW Coordinator Area Engineer Search Service Assessor/Writer Coordinator R A C I R A C I R A C I R A C I R A C I R A C I R A C I Tasks A R I I I I I Perform Background Search Perform Site Assessment at A C I I I R I Location Analyze Site Data A C I I I R I Produce EA Report & A C I I I R I Recommendations Legend R Responsible – The person who is assigned to do the work . Step 3: Assign proper responsibilities to Accountable – The person who has ultimate ownership for the completion of A the task. This person delegates work to those responsible for achieving the each role according to the Legend. task. Step 4: Review with team to seek buy-in. Consulted – The person who must be consulted before a decision or action is C taken. This person is typically a subject matter expert who has two-way Update as needed and communicate. communication with the person responsible. Informed – The person who must be informed that a decision or action has I been taken. This person is kept up-to-date on progress and completion of a task or deliverable. 2019 Transportation Project Delivery Conference October 2019 62
RACI Matrix Legend Environmental ROW District Engineer TP&D Director Design Engineer P6 Coordinator Area Engineer Coordinator Coordinator Responsible – The person who R R A C I R A C I R A C I R A C I R A C I R A C I R A C I is assigned to do the work . Advanced Planning Accountable – The person who Define Scope/Project Definition I A C R C I C has ultimate ownership for the Route and Toll Studies I A C R C I C completion of the task. This A Schematic Design I A C R C I C person delegates work to those responsible for achieving the Funding A R I I I C task. Environmental NEPA Clearance I A R C C I I Consulted – The person who Clearance for Letting I A R C I I C must be consulted before a Permits and Commitments/Mitigation I A R C I I C decision or action is taken. This person is typically a subject PS&E C matter expert who has two-way Data Collection I A C R I I I communication with the person Roadway and Structural Design I A I R I I C responsible. Traffic Operations I A I R I I C Letting Informed – The person who Final Review I A I C C C I I must be informed that a decision Processing I A I I I I I I or action has been taken. This Construction person is kept up-to-date on I progress and completion of a Construction I I C I I R task or deliverable. Management Project Management (Scope, Risk, Schedule, etc.) R C A C R C R C R C I R C 2019 Transportation Project Delivery Conference October 2019 63
RACI Matrix RACI Analysis - A 3-Minute Crash Course (3 min) RACI explained: it’s simple yet powerful ( 5 min) 2019 Transportation Project Delivery Conference October 2019 64
Questions & Discussion Deeper Dive List 2019 Transportation Project Delivery Conference October 2019 65
Review Comments Resolution 2019 Transportation Project Delivery Conference October 2019 October 2019
Review Comments Resolution Comment Resolution form is used to track the comments as given on the said project or drawings by Project Reviewers and Project Manager, its response by the Project Manager and final resolution about what needs to be done. 2019 Transportation Project Delivery Conference October 2019 67
Review Comments Resolution Project Information – CCSJ – Project Manager (PM) – TxDOT Division/District Fields to be filled in by Reviewer – Document Name – Submittal Phase or Plan Sheet Number – Reviewer Name – Reviewer Comment Fields to be filled in by Comment Owner – Comment Owner – Action – Response 2019 Transportation Project Delivery Conference October 2019 68
Review Comments Resolution PS&E Review 2019 Transportation Project Delivery Conference October 2019 69
Review Comments Resolution Large Group Reviews 2019 Transportation Project Delivery Conference October 2019 70
Review Comments Resolution Work Authorization Negotiations 2019 Transportation Project Delivery Conference October 2019 71
Review Comments Resolution Considerations Considerations Best Practices to document comments and resolutions. Format may vary around the State. 2019 Transportation Project Delivery Conference October 2019 72
Questions & Discussion Deeper Dive List 2019 Transportation Project Delivery Conference October 2019 73
Risk and Issue Register 2019 Transportation Project Delivery Conference October 2019 October 2019
Risk and Issue Register The Risk and Issue Register is a comprehensive tool utilized to document and manage project uncertainties, similar to how a schedule is used for meeting milestones or a cost estimate is used to ensure the project stays within budget. 2019 Transportation Project Delivery Conference October 2019 75
Risk and Issue Register 1 . Risk Step 1 St ep 1. Identify and discuss potential project risks. Identification 2 . Risk Step 2. St ep 2. Analyze the probability, impact and severity of Assessment the risk and prioritize. 3 . Risk St Step 3. ep 3. Develop response and contingency plans. Response Identify individual risk owners. Step 4. St ep 4. Monitor and control status of risk. 4. Monitor & Control 2019 Transportation Project Delivery Conference October 2019 76
Risk and Issue Register Step 1: Risk Identification 2019 Transportation Project Delivery Conference October 2019 77
Risk and Issue Register Step 2: Risk Assessment 2019 Transportation Project Delivery Conference October 2019 78
Risk and Issue Register Step 3: Risk Response 2019 Transportation Project Delivery Conference October 2019 79
Risk and Issue Register Step 4: Monitor and Control 2019 Transportation Project Delivery Conference October 2019 80
Questions & Discussion Deeper Dive List 2019 Transportation Project Delivery Conference October 2019 81
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 October 2019
Stakeholder Register A stakeholder register is a project management document which contains the information about the project’s stakeholders. It identifies the people, groups, and organizations that have any kind of interest or involvement in your project. In this register, you can find their names, titles, roles, interests, power, requirements, expectations, and type of influence, etc. 2019 Transportation Project Delivery Conference October 2019 83
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 84
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 85
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 86
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 87
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 88
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 89
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 90
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 91
Stakeholder Register 2019 Transportation Project Delivery Conference October 2019 92
Stakeholder Register May be sensitive (may not want to share) May want to include who who may be communicating with the Stakeholder Internal and External Stakeholders 2019 Transportation Project Delivery Conference October 2019 93
Questions & Discussion Deeper Dive List 2019 Transportation Project Delivery Conference October 2019 94
Program Management Perspectives 2019 Transportation Project Delivery Conference 2019 Transportation Project Delivery Conference October 2019 October 2019
Panel Members Jerry Ramos, P.E. Tom Benz, P.E. Paul Merchlewicz, P.E. Ramos Consulting, LLC Texas Department of Minnesota Department of Transportation – Austin District Transportation 2019 Transportation Project Delivery Conference October 2019 97
Your Experience as a Program Manager Tell us about your current or past experience as a program manager 2019 Transportation Project Delivery Conference October 2019 98
Panel Discussion What are some best practices that you implement as a program manager? How do you define a successful transportation program or how do you achieve success at a program level? How do you translate program management to successful project delivery? What are some tools and resources that can help with successful program management? How do you manage risk from a program management level? 2019 Transportation Project Delivery Conference October 2019 99
Panel Discussion What is something new and innovative that you are implementing around program management? From an owner perspective, what are some things that you could do to make your consultant have better support to your program? What measures or best practices do you like as a consultant that the owner does to help you support program management? 2019 Transportation Project Delivery Conference October 2019 100
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