APPLIED PROJECT MANAGEMENT STRATEGIES UPHOLDING PUBLIC

TRANSPARENCY & ACCOUNTABILITY

October 8, 2012 Forum Presentation

Project Management Institute, Great Lakes Chapter

Christopher Blough, Project Manager, City of NoviRobert West, Water & Sewer Manager, City of Novi

Forum Agenda

Introduce our respective operations

Describe the project’s business drivers

Feature the project management tools applied

Share the project outcomes

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City Operational Profile

Novi Information Technology

Internal service delivery

Supports all City operational service areas

Project management advocacy

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DPS Operations

Services profile

Staff summary

Budget

Responsibilities

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Project Business Drivers

• No formal system for tracking our activities

• Written and verbal communications created delays and knowledge gaps

• Staff in multiple locations needed to share information

• Performance benchmarks absent from operations

• Unclear accountability measures

• Mandates demand greater monitoring & reporting

• Recognized we needed to better explain our mission

• Communities are adopting asset management systems to reduce short and long term costs

Do you know where our resources are committed?

Can each division accurately represent what it has accomplished?

Can we represent meaningful metrics to prove we are on track?

Is it possible to represent and justify our resource needs?

Can we account for our true cost of performing our work ?

Equipment – Labor – Materials – Time Allocations

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Reactive vs. Proactive MindsetSetting Realistic Expectations

Project Objectives

City Council GoalImprove City infrastructure while maximizing fiscal responsibility

Integrate location based technologies with City business applications

Represent true cost of delivering service in all field service divisions

Initiate preventive maintenance tracking programs to extend

infrastructure service life and reduce total cost of asset ownership

Generate performance metrics to establish service level baselines

“What gets measured, gets improved”

Streamline service request & work order management to achieve greater

efficiencies

Improve customer relationships and responsiveness

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Phase 1 AssetGroups (May 2012)

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Storm Water

Non-Motorized

Street Trees

Phase 2 Asset Groups(January 2013)

Phase 3 Asset Group (2014)

Project Management

Stakeholder Engagement

Adoption of project charter & scope statement

Client site demonstration visits

RFP for Cityworks Server integration services

Requirements gathering/validation

Configuration review meetings

Testing/Installation plan review

Training & Cityworks Server deployment

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Project Collaboration Resources

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Clearly Defined Deliverables/Milestones

Project Schedule & Status Updates

Configured Cityworks Server SQL DB

Final CWS ConfigurationRequirements Doc

Four-Days Onsite Requirements Workshops

Updated CW Configuration Requirements Doc

Four (4) Custom Crystal Reports

Draft/Final Software & Hardware Recommendations

Configured ArcGIS Server (SDE) SQL DB

Two Days (2) Configuration Review Meetings (Remote)

Recommendations for GIS Data Model Changes

CWS Draft/Final Installation & Testing Plan Doc

4.5 Days Instructor Led –Onsite Training

Draft CW Configuration Requirements Doc

Four (4) Custom Print Templates

3 Days Onsite Deployment Support

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Document Risks & Assumptions

Risk must be managed and not ignored

Assumptions should be made known early

Traditional Triple Constraint

Additional Constraints to

Consider

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Change Control Management

Source: Project Management Simply Explained, Max Wideman, AEW Services, Vancouver, BC 200113

Procurement Management

Establish clearly defined deliverables and release payment accordingly

Plan your purchases/acquisitions in schedule

Include a retainage mechanism in contract payment schedule

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From Concept to Reality

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When you call us….

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How we dispatch service to you…

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How we account for the work we perform….

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Public expenditures by service category

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Accumulated Cost Summaries

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Cityworks Service Lifecycle

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ITIL®v3 Service

Lifecycle

Critical Success Factors

Engage an experienced solution integrator

Internal champion for asset management practices

Leverage project management best practices to focus

attention to produce results

Establish system ownership

Client site demonstrations

Payments based upon acceptance of deliverables with retainage amount.

Disclose and feature opportunities for partners to engage when necessary

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Lessons Learned

Eliminate formality with PM practices

Promote client site visits with peers

Additional focus on reporting metrics

Clearly define the use cases for the team

Frequent senior stakeholder engagement establishes ownership

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Contact Information

Christopher Blough, MPA, PMPIT Project Manager

& GIS Manager

cblough@cityofnovi.org

(248) 347-3279

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