Building a Framework to Optimize CIP Delivery
Honolulu Board of Water Supply
2019 PNWS-AWWA Annual Conference | May 3, 2019
The BWS water system is large, complex, and unique
Prepared to execute Water Master Plan
• Provide organizational capacity (3X increase), 21 miles pipe /yr
More consistent project delivery
• Higher quality projects with more predictable cash flow
BWS is a ‘preferred’ Owner
• Attract top employees, contractors and consultants
BWS desired outcomes for Capital Projects Division
Potential scope of effort …Take time to discover real needs
Aligning with agency / community goals
Forecasting, resources and delivery planning
Delivery oversight and transparency
Tools and systems (bottom-up)
Process mapping and gap identification
Idea to prioritized project and the PDR
KPI’s and demonstrating progress
Communicating and managing change
Delivery: Project v. Planrisk management variance tracking
Project v. Program management
Communication and alignment between agencies
No preconceptions… take time to assess! EXTERNAL: CPD as Service Provider / Receiver
• What are customer perceptions of
CPD?
• What’s working vs. not?
• Who
• All Division Leads and most Assistants
• Executive Team
• Other staff recommended from discussions
above
INTERNAL: CPD Performance as an Organization
• What are staff’s concerns?
• Leadership
• Organization
• Career
• Project
• What's working vs. not?
• Interview all CPD staff members
• Improve the project initiation process –Project Definition Report (PDR)
• Develop CPD workflows and SOPs
• Identify meaningful measures
• Develop staff resources
• Project Management Information System (PMIS) - MANAO• Management, Accountability, Notification,
Administration and Organization
Results of assessment …key needed actions
MoneyResources/Staff
SafetyTime
Scope
Create a common view of project life-cycle and responsibilities
• ~$5 billion
• 1200-1500 projects
• Programmatic / intent (why)
• Project demand
• Financial demand
• Risk identification
• Defendable
• Plan
• ~$800 million
• ~250 new projects
• Project alternatives (what)
• Project demand
• Financial efficacy
• Risk quantification
• Repeatable
• Initiate (prioritize)
• ~$175 million
• ~200 active projects
• Project execution (how)
• Project accountability
• Financial efficiency
• Risk management
• Do
Know the progression, scale the challenges
30-YR CAPITAL PROGRAM6-YR CIP
1-YR Capital Budget
Project A
Project B
Project D
Project C
C A D B
Align requirements for key project “phases”
Development
Mutually define project objectives (scope, schedule, budget)
Setup project record verify business case
Negotiation
Select resources
Finalize contract approvals
Contractor expectations
Execution
Perform work (design and build)
Control costs & change
Engage team
Communications
Closeout
Scope compliance
Budget and schedule effectiveness
Final paperwork
Each project follows the same path
D N E C
Consistent project execution: Workflows into SOPs
Document current
Identify preferred:
leveraging best practice
and org outcomes
Characterize org
changes needed
Introduce better measures… Earned value offers more accurate performance estimates
Brown and Caldwell 11
Co
st
Time Timebehind
Timenow
Budget at completion
Schedulevariance
Costvariance
Earned value = (Budget) x (%
Complete)
Project Engineer
Construction Inspector
Project Engineer
Construction Inspector
Project Engineer
Construction Inspector
Project Engineer
Construction Inspector
Project Engineer
Construction Inspector
Project Engineer
Construction Inspector
Project Engineer
Construction
Inspector
Project
Engineer
Construction
Inspector
Project
Engineer
Engineering Support Tech
Construction
Inspector
Project
Engineer
Engineering Support Tech
Construction
Inspector
How do tools fit in? …supporting overall org needs
Organizational Resources
Tools
Project Engineer
Workflows
Project Coordinator
Construction Inspector
Training and User Manual
MANAO (PMIS)
Standards & SOPs
Construction Inspector
Construction Inspector
Construction Engineer
Cost Estimation
Existing
Additions
Helps manage a project
• Manage time
• Manage money
• Manage
communication
• Document
transactions
Manage project documents
What does MANAO do?
MANAO
Project information tracking with task-based schedules
& details
Document management including workflows &
approvals
Project request & private project tracking
Report on CIP and project health
What is MANAO made up of?D
ocu
me
nt
Tra
ck
ing
JD E
dw
ard
s D
ata
Transformed in
Data Model
Visualized in
PowerBI
Pro
ject
Da
ta
Standard
Dashboards
Self Service
Reporting (DYI)
• Microsoft ‘stack’
• Configured to staff
directed workflows
• Fully mobile
• Consistent with BWS
enterprise products
• Internally supported
• On-island expertise
available for extensive
changes
BWS
• Reports
CPD
• Reports
Branch
• Business Process
• Data
• Reports
MANAO focused on the primary objective …the Project!
Project
• Business Process
• Forms
• Data
• Reports
Responsibilities
assisted by
MANAO
• Project control
• Communication log
and project record
• Project
collaboration
• Project performance
• Resource
management
• Resource
prioritization
• Project monitor
• Organizational
management
• Program
performance
• Organizational
performance
• Resource
development
• Financial
management
• Financial
performance
• Resource
development
• Organizational
performance
Actions supported
by MANAO
• Month end reporting
• Ongoing
compilation of
project record
• Prompt critical
milestones and
permits
• Staff collaboration
• Staff resource
forecasts and
Branch workload
• Branch reporting
• Division reporting to
Manager
• Resource needs
and reporting to
other supporting
divisions (HR,
WSO, etc)
• Communicate
Division needs
• Board reports
• Directing other
Divisions
• Cash flow balancing
Contributors to
MANAO data
• Project engineer
• Project coordinator
• Inspector
• Construction
engineer
• Contractor
• Consultant
• Branch heads
• Project coordinator
• None (user only) • None (user only)
MANAO
Home
Project Center
Project Schedule
Project Details
Project Site
Reports My TasksProject Request
Non Board Private Projects
Contractor / Consultant Project Lists*
General Forms
Training
Main Home Page
Project Online Power BI reports All user tasks across
projects
Planning/new
projects
Non Board /
private projects
All projects
filtered by user
HBWS-wide forms Main Home Page
Project schedule
and costs
Detailed project
information
Project documents,
workflows, and permits
MANAO Site Map - https://honolulubws.sharepoint.com/sites/manaopwa * Contractor and Consultant Access
Project Online configured with:
• Enterprise Project Types
• Custom fields and lookups
• Security groups
Subsite configured with:
• PowerApps
• SharePoint designer workflows
• Security groups
Page configured with
content query web parts
Subsite created from a template for each project configured with:
• Reusable SharePoint designer workflows
• All list and libraries are in a content type defined at the top level
• Has its own security groups and syncs with the project security groups
MANAO: project-centered tool supporting efficient project delivery and consistent reporting
SITE MAP
Project Center - start with schedule and tasks
Project Site: standardize project record and document control
…Leads to better project reporting
Brown and Caldwell 19
Progression for success
Brown and Caldwell 20
• Assess organization
• Align outcomes
• Develop workflows
• Establish standards
• Forecast resources
• Isolate organizational changes
• Create supporting tools
Brown and Caldwell 21
AcknowledgementsJason Takaki
Administrator Capital Projects Division
Ellen Kitamura Deputy Manager and Chief Engineer
Ernest Lau Manager and Chief Engineer
…and most importantly
Staff at Honolulu Board of Water Supply