DEVELOPMENT AND DEMONSTRATION OF A FOUR-YEAR WORK PLAN

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Daniel Bates
5 years ago
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1 Description DEVELOPMENT AND DEMONSTRATION OF A FOUR-YEAR WORK PLAN Staff will lead a discussion with the commission on the draft Four-Year Work Plan and provide a demonstration. Recent process updates and revisions to the agency s planning rules (Chapter 16 Planning and Development of Transportation Projects) have emphasized the need for the agency to focus on the development of a Four-Year Work Plan. The plan is designed to provide a four-year report of total project costs including the inflated year-of-letting construction costs, project-consultant cost, and project right-of-wareport will provide the agency s business partners and interested stakeholders real-time financial cost. The and current status information by project, funding portfolio, district, or region. The plan has been developed as a product of Primavera 6 (P6), the agency s recently implemented project management software, and the enhanced DCIS project data systems. The new plan will augment the project status information currently available to the public via Project Tracker. Background The department has developed the plan in response to the Sunset Commission s report, the 12 Year Audit (Pre-Sunset), and the new planning rules (Chapter 16 Planning and Development of Transportation Projects). Problem/Condition The need to provide stakeholders and the general public planning and programming data served as the genesis for the development of this plan. This plan will augment project status information in Project Tracker. Other Comments None Expected Action or Input from Commission The commission may provide guidance to department staff regarding necessary revisions to the draft four-year work plan. The process associated with development of the Four-Year Work Plan is expected to be brought back to the commission for approval in November, 10/22/2010, 7:48:59 AM

2 Developing The 4 Year Work Plan October 27, 2010 Commission Workshop Presentation Districts Major Contributors Regional Support Centers FIN-Letting Management Technology Service Division (TSD) New Project Management Office (PMO) 4 Year Work Plan 2 1

3 Outline Evolution of the 4 year work plan Recent significant steps and timeline Major unresolved issues Next steps Demo of 4 Year Plan Questions, Comments, Suggestions 4 Year Work Plan 3 Plan Evolution The Plan was envisioned in HB300, TxDOT s Sunset bill considered by the 81st Legislature. The Plan has grown out of the list of projects and activities financially constrained by the current UTP. The Plan includes total project costs for construction, right of way, utilities, and consultant engineering. The Plan will be used to build the agency s s next Legislative Appropriations Request (LAR). 4 Year Work Plan 4 2

4 4 Year Work Plan Definition What is it? The 4-Year Work Plan is a statewide list of funded projects. These funded projects are planned to let to construction during a rolling four year period. The rolling four year period consist of the existing fiscal year and the next three fiscal years. (e.g. FY11-14) 4 Year Work Plan 5 4 Year Work Plan Definition Updated on a 6-month 6 cycle Cycles start approximately 2 months in advance of the certification of the 24-month letting schedule. Will be part of Project Delivery annual to do calendar (currently under development) Consolidation By District, Funding Source, Year of Letting Drill Down To the District, County, or Project Level Linked to Project Tracker Details in a single source of updated information. 4 Year Work Plan 6 3

Total Project Costs Estimated total project costs for all construction projects planned for letting in FY 2011-2014 2014 by method of funding Includes

5 Total Project Costs Estimated total project costs for all construction projects planned for letting in FY by method of funding Includes Inflated CSJ-Specific Specific Costs ONLY Construction Costs ROW/Utilities Consultant Expenses 4 Year Work Plan 7 Overall Average 4% per Year 4 Year Work Plan 8 4

Projects) Planned projects (Plasma & LDP) Non-project specific consultant use contracts

6 Total Project Costs 4-Year Work Plan website will only include project specific costs and not program (CE and PE $) level costs associated with: Back log projects (BL) Ongoing projects (Let Projects) Planned projects (Plasma & LDP) Non-project specific consultant use contracts (Interagency contracts, on-call demand contracts, etc) 4 Year Work Plan 9 Recent Steps and Timeline 4 Year Work Plan 10 5

QC Checks Data Check Process PMO pulls data out of P6 FIN uses project lists to run Cap Analysis Regions compare Cap Analysis data to Project Data, for District categories only (Cat 1, 2, 3, 4, 5, 7,

7 QC Checks Data Check Process PMO pulls data out of P6 FIN uses project lists to run Cap Analysis Regions compare Cap Analysis data to Project Data, for District categories only (Cat 1, 2, 3, 4, 5, 7, 10, 10-GR, 11 and 12) TSD populates data (FIN CAP output) in a database for populating the 4-year 4 WP site Iterative process Districts make revisions Regions perform QC, then Districts make revisions 10 Data Checks to date 4 Year Work Plan 11 QC Checks Included Excluded 4 Year Work Plan 12 6

8 QC Checks Major Issues DCIS data integrity Dynamic Portfolio Number of Projects changes with each check Need all source funding for each project Monumental Manual Effort 4 Year Work Plan 13 4-Year Plan QC/QA Tracking $ $ Value of Portfolio with QC/QA Issues $ $ $ $ $50.00 $ $67.04 $ $ $ $42.07 $ $11.22 $ $- $ $ $5.97 $7.27 $ $ $ $ $2.62 $2.92 $1.81 $ Aug 1-Sep 2-Sep 3-Sep 9-Sep 22-Sep 29-Sep 4-Oct 7-Oct 14-Oct 17-Oct $ Date Value of Projects with Incorrect Est Let Date (in million $) Value of Projects with Invalid CSJs (in million $) Number of CSJs 4 Year Work Plan 14 Total Number of CSJs in the Portfolio 7

Status as of 10/18/2010 4 Year Work Plan 15 Status as of 10/18/2010 Click button to see complete spreadsheet, see Cap_Analysis_v1.

2% 1.6% 4.2% 1.5% North ATL 1.0% -12.3% -11.7% 18.4% BWD -1.4% -3.6% 30.1% 7.4% DAL -5.8% -4.1% -1.4% 0.8% FTW 1.9% -0.9% -6.8% -3.3% PAR -36.6% -17.4% -20.1% -0.6% TYL -1.5% 3.2% 2.9% 0.5% WAC -49.

9 Status as of 10/18/ Year Work Plan 15 Status as of 10/18/2010 Click button to see complete spreadsheet, see Cap_Analysis_v1.2_ PL 11 PL 12 PL 13 PL 14 DIFF(%) DIFF(%) DIFF(%) DIFF(%) EAST BMT -23.2% 4.9% 42.2% 13.1% BRY -21.8% 16.6% -4.7% 13.3% HOU -2.7% -1.2% -1.3% 0.1% LFK -36.2% -0.9% -0.2% -15.7% Sub-Total -11.2% 1.6% 4.2% 1.5% North ATL 1.0% -12.3% -11.7% 18.4% BWD -1.4% -3.6% 30.1% 7.4% DAL -5.8% -4.1% -1.4% 0.8% FTW 1.9% -0.9% -6.8% -3.3% PAR -36.6% -17.4% -20.1% -0.6% TYL -1.5% 3.2% 2.9% 0.5% WAC -49.6% 52.0% 5.6% -12.0% WFS -22.1% -1.9% 7.8% 2.1% Sub-Total -10.7% -0.2% -2.3% -0.4% SOUTH AUS 252.6% -46.7% 41.8% -35.6% CRP -10.0% -6.8% -6.6% -9.7% LRD -37.9% 51.3% -35.1% 27.9% PHR -19.8% 7.9% 190.6% 1.0% SAT -34.6% 2.7% 480.9% -15.2% YKM -15.9% -1.0% 0.9% -3.1% Sub-Total 13.6% -10.8% 146.1% -14.5% WEST ABL -32.9% -8.1% 0.2% -3.6% AMA -16.8% -1.3% -2.1% -3.1% CHS -17.0% -11.4% -2.6% -60.5% ELP 0.0% 25.8% -47.2% -23.8% LBB 2.9% -3.8% -0.2% 15.2% ODA -1.9% 3.8% -0.2% 0.4% SJT 9.2% 0.7% -3.1% -0.1% Sub-Total -5.7% 7.4% -13.7% -6.8% TRF DESIGN STATEWIDE TOTALS -2.7% -1.3% 43.2% -4.9% 4 Year Work Plan 16 8

10 Variances from Caps Districts have provided explanations for all variations beyond 5%. See: Justification.xls 4 Year Work Plan 17 Major Unresolved Issues Need to finalize update cycle, synchronize with: STIP Update Cycle Identification of all source funding CFO Cash Flow Forecast Monthly Project Tracker updates May need to optimize the comparison to UTP caps Cap analysis is related to cash flow 4 year work plan is resource related only 4 Year Work Plan 18 9

11 4 Year Work Plan 19 Update Cycle and Tracker Synch Update with 4 Year WP Update Monthly Synch Update with PRIM 4 Year Work Plan 20 10

12 Next Steps Resolve major issues Develop Change Management approach Enter Phase 2, capture unfunded project cost, develop payout curves and cash flow forecast Enterprise system for ROW/Utilities cost information Enterprise system for Consultant Costs information 4 Year Work Plan 21 Questions, Comments, or Suggestions 4 Year Work Plan 22 11

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