Update

Small Projects Group

Facilities Division

Capital Projects Team Meeting14 July 2011

Glen Langstaff

Overview

Strategy

Vision – The Goals

The Project Process – The “How”

Current Trajectory

Summary

Strategy

• Re-engineer structure and processes to support LBNL & Fac Division goals

• Develop synergy with MRO, Engineering and our good friends in Capital Projects

• Integrated into Portfolio Management, supporting the UniCall process

• Smartly execute project decisions flowed down by senior LBNL leadership

Vision – The Goals

• Emphasis on up front planning

• Focus on requirements & risks

Threshold & Objective

• Predictability of project outcomes

• Consistency in project management

• Customer satisfaction

Vision (con’t)

• Need based estimating: ROM (see next slide) & Detailed

• Tin plated ($) vs. gold plated ($$$)

• Years in months, months in weeks, weeks in days, days in hours

• Lower cost of doing business with improved quality of delivered service

Vision - ROMs• $ range ROM within 1-2 days at no cost

• Concept provided:

The Project Process – The “How”

Customer Opportunity

Identified-UniCall

-Customer Request-Discovery

-Lab Initiative-Self Initiated

Register Project with Portfolio Mgr & Open Project ID

PM / Initial SME’s

Identified in Resource Pool

Create GO / NO GO ROM Estimate If Requested

Initial Clarification of Project,

Customer, Scope

Initial Research to Prepare for Customer Meeting

Initial Project Definition Meeting w/Customer

-Define Project-Draft Requirements

-ID Risks-Draft Schedule-ID Stakeholders

-Customer Priority

Create ProjectSchedule w/

Initial Resource Loading

Resource Pool Collaboration with Master Planning & Project Prioritized

Create Project

Workbook

Final Project Definition Meeting w/Customer

-SOW & Budget-Sys Reqmts Review-Risks/Contingencies

-Schedule-Resource Alloc.

Release of Resources from Resource Pool

Prepare Class 3 Estimate,

Depending on Customer /

Mgmt Needs

Enter Risks into SPG&E

Risk Register

Create Project Requirements Register and

Annotate Owners of Each

Update Project Workbook w/Forecast and

Metrics

Project Kick Off Meeting w/Customer & Stakeholders

Project Funding

Requested & Received

Project Management-Monitoring

-Control-Reporting

Release of Contingency

Funds

Project Kick Off Meeting w/

Subcontractors

Portf

olio

Man

agem

ent -

Wor

k Fo

r Oth

ers F

low

Design Approach Vetting & Early

A&E If Req’d(Sys Requirements Review Checklist)

Management Areas· Formal Design· Budget· Requirements; scope increases require approval· Risks; coordinated by Risk Mgmt Board· Contingency funds, tying to Risks· Schedule· Resources· Verification of adherence to safety requirements· Customer satisfaction in weekly coordination meetings· Project metrics· Weekly internal report out of high / medium risks· Monthly internal budget reviews· Monthly external report out of project status to Customers

and Stakeholders

Confirmation That All Risks are Closed to

Permit Project Closure

Confirmation of Completion of All

Threshold Requirements to

Permit Project Closure

Project Close Out, Release of Liens,

Release of Remaining Contingency Funds

Customer & Stakeholder

Sign Off

Review Estimate & Revise / Re-

categorize Requirements

Opportunity Identified Project Definition / Planning

Design Estimating Project Launch

Project CloseoutA&E / Construction

June 2, 2011 C = Collaboration Opportunity

C C C C

C CCCC

C C C C

I -1/ 3I -2/ 3

I -1/ 3

I -1/ 3 I -1/ 2

I III -1/ 3

I

I -1/ 3 = Initiative – Current Phase/Total Phases

I II

= Completion Speedometer V4

Current Trajectory

• Collaboration engineered into the process

• Requirements management: In Phase 2/3

• Risk management: In Phase 1/3

• Financial management: In Phase 1/2

• Cost estimating – (2) Types: In Phase 1/3

• Design vetting and reviews

• Portfolio management

SummaryDefine the customer’s need < the solution and

detailed estimate

Plan, plan and then plan = predictability, consistency, and meeting the customer’s needs

Tools for successful project management

Request early collaboration with DBC to identify future projects

Questions?