VDOT S NEW DASHBOARD AND WHAT IT MEANS TO LOCALITIES

Transcription

1 VDOT S NEW DASHBOARD AND WHAT IT MEANS TO LOCALITIES Webinar for Localities April 26, 2018

2 Agenda Topics Why is the Dashboard important? Objective and Expected Outcomes The New Dashboard 4.0 Governing Structure and Approach What is Included and What is Changing Business Rules Prototype Demonstration and Feedback What it Means for Localities? Important Points and Next Steps Virginia Department of Transportation 2

3 Why is the Dashboard important? Virginia Department of Transportation 3

4 Why is the Dashboard important? Transparency Accountability/ Responsibility Open Communications Maintain Focus Virginia Department of Transportation 4

5 Why is the Dashboard important? Maintain Focus Flawless execution of the Six Year Improvement Program Time = money Deliver transportation improvements to the citizens of our Commonwealth efficiently and without delay We are all accountable for delivering projects On-Time and On-Budget FHWA holds VDOT accountable for projects with federal funds, even if locally administered You deliver 1/2 of the projects and 1/3 of the total program value Virginia Department of Transportation 5

6 The New Dashboard Virginia Department of Transportation 6

7 Objective & Expected Outcomes Project Development & Project Delivery Implement Phase 1 (Projects Dial) to modernize VDOT s Dashboard Introduce predictive / leading indicators of performance Tracking and reporting on core activities, not only advertisement Deliver to the budget Culture change from estimate to budget Quicken the pace of the program Demonstrate that projects can be delivered quickly if there are no breaks in the funding stream Apply Smart Scale business rules to SYIP projects Promote the early start and early finish of activities Virginia Department of Transportation 7

8 Governing Structure Dashboard Council Commissioner Brich Chief Deputy Commissioner Rob Cary Chief Engineer Garrett Moore Steering Committee Deputy Secretary Elliott, Commissioner Brich, Chief Deputy Commissioner Rob Cary (Chair), Chief Engineer Garrett Moore, Wanda Wells, John Lawson, Rick Walton, Chris Winstead Working Group (Project Dial) Jay Styles, Bart Thrasher, Susan Keen, Kim Pryor, Nick Roper, Lori Snider, Greg Henion, Ken Connors, Angel Deem, Jennifer Ahlin, Julie Brown, Jeff Cutright, Sidonia Detmer Projects Technical Group Environmental Technical Group Dashboard Council Steering Committee Working Group Structures Technical Group Other Technical Groups Virginia Department of Transportation 8

9 Project Approach Next Up Structure Condition Pavement Condition Performance Dial Safety Dial Condition Dial Finance Dial VDOT Mngmt Dial Citizen Survey Results Project Dial Existing Dashboard 3 Virginia Department of Transportation In Progress Project Development Project Delivery Coming Soon Environmental Performance Construction Quality Improvement 9

10 What is Included Short answer All active projects in SYIP with a planned award date in FY19 and beyond Long answer Workflow is active Record Type is project or budget Projects that are designated Smart Scale (Cohort 17, Cohort 18) District Code = 1 thru 9, or District-Wide, or State-Wide Fiscal Year of award date >= 2019 Excluded Project Status codes: Study Only, Critical Decision Needed, Project Closeout Complete, Monitoring Funds, Canceled Road System is ('Interstate, Primary, Secondary, 'Urban, 'Public Transportation, 'Enhancement', 'Miscellaneous ) Project Status is ( No Dates Set Yet, 'No Dates Set Yet - PE Open, Activity Dates Set, Accelerated Dates Set, Advertised, Awarded, Construction Started, Construction Completed, Waiting for Financial Closure, Construction Claims ) Virginia Department of Transportation 10

11 What is Changing Project Development OLD Tracked 1 activity (advertisement) at the end of development process Once a project turned red, it stayed red No incentive to finish early just meet the deadlines Looked at accuracy of estimates and could obtain additional money NEW Tracking 10 key milestones in project development Leading indicators provide early warning signs and opportunities to recover Encouraging activities to finish early Delivering to project budget Virginia Department of Transportation 11

12 How do we set deadlines and budgets? SmartScale and non-smartscale On-Time Before project is scoped, the Local Agreement (10), PE Authorization (12) and Scope Project (22) milestones are baselined. The remaining milestones are locked after scoping is completed. Non-SmartScale On-Budget Before project is scoped, the budget is equivalent to the estimate. Post scoping, the subsequent estimate update is locked as the project budget. SmartScale The approved funding in the SYIP is the budget Virginia Department of Transportation 12

13 Business Rules: Project Development On-Time Project Milestone Activity Code Local Agreement 10 Early Finish Late Finish Start Development (Authorize PE) 12 Determine Requirements (Scope Project) 22 Engage Public (Approve Willingness, Adopt Location/Design) 47, 49 Start Purchasing Right-of-Way (Authorize R/W & UT Funds) 52 Utility Relocation > 30 days early Complete Purchasing Right-of-Way (Acquire Right-of-Way) 69 > 60 days Obtain Permits 70 early 67U Solicit Bids (Advertise Project) days early 60 days early Baseline Finish Date > 0 days late Start Delivery (Award Contract) 84 > 30 days early 30 days early > 0 days late Virginia Department of Transportation 13

14 Business Rules & Impact of Smart Scale Completed Activities by Status Activities completed early have doubled since before Smart Scale Completed Late (>12 days or awarded late) 100% 90% 80% 70% 60% 16% 3% 6% 4% 52% Completed Late (0-12 days) 50% 65% Yellow but Completed On-Time 40% Completed Early (Never Yellow) Activities completed late have been cut by nearly 2/3 30% 20% 10% 16% 38% 0% Activities Completed Jan Feb Smart Scale Activities Completed After Feb Virginia Department of Transportation 14

15 Business Rules: Project Development On-Budget Approved Budget Current Estimate in PCES < $5 million 0 > 0 to < 20% 20% $5 million to $10 million 0 > 0 to > $1M $1M > $10 million 0 > 0 to < 10% or < $5M* 10% or $5M* * Whichever is less Virginia Department of Transportation 15

16 Business Rules: Project Delivery On-Time Milestones Early Finish Late Finish Project Specific Interim Milestones Complete Delivery > 14 days 0 days 14 days Baseline End Date 7 days > 0 days > 7 days Virginia Department of Transportation 16

17 Business Rules: Project Delivery On-Budget Contracts have not been executed; no status Active Neither the current contract amount, nor the cost of work to date, exceed the award amount by more than 3% Either the current contract amount, or the cost of work to date, exceeds the contract award amount by 3% to 10% Either the current contract amount, or the cost of work to date, exceeds the contract award amount by more than 10% Completed Un-audited final cost is within 110% of award amount Cost of work to date, or the current contact amount, exceed the original award amount by 3% to 10% Un-audited final cost is not known; Either the cost of work to date, or the current contract amount, exceeds 110% of the award amount Virginia Department of Transportation 17

18 VDOT Dashboard 4.0 Prototype Demonstration Interface from DB3 to DB4 From DB3 Project Dial users redirected to new Dashboard 4 Power BI generated web page. VDOT Dashboard 4.0 Project Development (OT, OB) Project Delivery (OT, OB) Virginia Department of Transportation 18

19 Feedback Received Thus Far Consider betterments and added scope/funding in On-Time and On-Budget Need to export data Would like a comment field to explain status Virginia Department of Transportation 19

20 What does this mean for localities? Virginia Department of Transportation 20

21 Important Points Under the old Dashboard, contract information (Project Delivery) was optional Under the new Dashboard projects will be red if information is missing including locally administered projects SmartPortal will accept progress for contracts (coming soon!) Work is underway to streamline the initial setup of contract baseline information by leveraging existing data to the greatest extent Virginia Department of Transportation 21

22 Important Points What is needed for communicating Delivery status? Four fields denoted in green are updated over the course of the contract. 1. Non-VDOT Contact Locality contract manager 2. Non-VDOT Contact Phone Locality contract manager phone number 3. Non-VDOT Contact Locality contract manager address 4. Construction Company Contractor that was awarded contract 5. Original Contract Completion Date Contract completion date specified in contract 6. Current Contract Completion Date Contract completion date specified in contract plus any approved time modifications/extensions 7. Contract Acceptance Date Date the C-5 document is signed indicating that all work is completed, punch-list items are finished and the contract is accepted 8. Contract Award Amount Amount of the award in the contract 9. Current Contract Amount The awarded contract amount plus any approved modifications due to task orders/work orders 10. Cost of Work To Date Expenditures charged to the project Virginia Department of Transportation 22

23 Important Points Modified Smart Scale Dashboard business rules apply to SYIP projects Need to demonstrate to General Assembly and the public that we can deliver projects in a timely manner Citizens can see the status and drill down by locality Transparency make information available to the public Virginia Department of Transportation 23

24 Next Steps Environmental Performance sample data and prototype: January 31 DAC update: February 12 Steering Committee meeting: March 16 Internal launch / beta testing of Project Dial (Development & Delivery): March 30 Beta testing & communication campaign: March 30 July 1 Steering Committee Meeting: May 2 Submit feedback by: May 31 Present VDOT Dashboard 4 to CTB and invite media: May or June Public launch and begin measurement for FY19 and beyond: July 1 Virginia Department of Transportation 24