WORK PROGRAM UPDATE CYCLE
PROGRAM MANAGEMENT
District 4 Secretary – Gerry O’Reilly, P.E.
March 3, 2016
PASS SCORES
PASS SCORES
2016 LRE KICKOFF
WORK PROGRAM
Presented by
MICHAEL LUCERO
March 3, 2016
WP Discussion Topics
Status of FY 2017-21 Tentative Work Program
FY 2018-FY2022 TWP Development Overview
Roll Forward/Unexecuted Agreements
Project Sequencing
Status of FY17-21 TWP
Legislative Session
 Convenes January 12 to March 11
 $9.9B FY17 statewide FDOT, over $43B 5-years
FY2017 March Construction and R/W Estimate Updates
 LRE/Trns*port due to final plans by March 11, 2016
FAST Act
 Fixing America’s Surface Transportation
 5-year bill
FY 2018-22 TWP Development
MARCH 2016
Work Program/LRE Kick-off meeting
LRE opens for project updating FY2018-2022
Process begins for new TWP for FY2018–2022




Evaluate Bridges
Conduct pavement condition survey for resurfacing
Establish multimodal candidates
Develop Traffic Operations and Safety projects
APRIL 2016
PM commit to project letting months (Lockdown of FY17,
2018 and 2019)
FY 2017-21 TWP Development
Tentative Meeting Dates for Lockdown
SECTION
Program Mgmt. LAP only
Program Mgmt. (Final Plans, Program Services)
Traffic Operations
Drainage, Structures, Utilities & Survey & Mapping
In house Sections 1, 2, 3 & Traffic Design & Landscape
Maintenance, Bridge Inspection & Materials LAB
Section 4/Olson & Rob Bostian (95/75)
Section 5/Wallace
Section 6/Oaikhena
PLEMO
Right of Way
Construction
DAY
DATE
TIME
Tuesday
Tuesday
Tuesday
Tuesday
Tuesday
4/5/2016
4/5/2016
4/5/2016
4/5/2016
4/5/2016
8:30-9:30
9:30-10:30
10:30-12
1:30-3:30
3:30-5
Wednesday
Wednesday
Wednesday
Wednesday
4/6/2016
4/6/2016
4/6/2016
4/6/2016
8:30-9:30
12-Oct
1:30-3
3:30-5
Thursday
Thursday
Thursday
4/7/2016
4/7/2016
4/7/2016
8:30-10
10:30-12
1:30-3
FY 2018-22 TWP Development
MAY 2016
Work Program/Project Manager Meetings begin
 Focus Area:
Project descriptions and extra descriptions
PM Coordination with Support Offices
Appropriate Funding Levels
APP Possibilities
JUNE 2016
Complete Work Program/Project Manager meetings
All LRE due to Work Program from Final Plans
FY 2018-22 TWP Development
Work Program Project Manager Meeting
FY 2018-22 TWP Development
JULY 2016
Secretary Adopts Work Program FY 2017-2021
Gaming Opens on July 7 for TWP FY2018 – FY2022
SEPTEMBER 2016
Fund allocation distributed to Districts
OCTOBER 2016
• MPO/TPO Priorities due to FDOT
FY 2018-22 TWP Development
NOVEMBER – DECEMBER 2016
• Present the TWP to the Public and MPOs
• Schedules are discovered and adjusted
• PMs meet with the Transportation Development Director
to commit to letting dates
JANUARY 2017
• Gaming closes on January 4, 2017
Roll Forward
What is Roll Forward?
Any funding programmed in current year that will not be
encumbered/committed by the beginning of June.
 example: new agreements, supplemental, task work order
Reason for Roll Forward:
 Agreements not executed prior to the beginning of June
 Right-of-way land not purchased
 Bid rejections/protests on PSU/CSU projects not allowing for
encumbrance by the end of June
 Contingency being maintained for: estimate increases, supplemental
agreements, cost overruns, claims & litigation, etc.
Roll Forward
CATEGORY
SM COUNTY OUTREACH PROGRAM
COUNTY TRANSPORTATION PROGRAMS
TRANSP PLANNING CONSULT
HIGHWAY MAINTENANCE CONTR
INTRASTATE HIGHWAY CONSTR
ARTERIAL HIGHWAY CONSTR
CONSTRUCT INSPECT CONSULT
AVIATION DEV/GRANTS
PUBLIC TRANSIT DEV/GRANTS
RIGHT-OF-WAY LAND ACQ
SEAPORT GRANTS
HIWAY SAFETY CONSTR/GRANTS
RESURFACING
BRIDGE CONSTRUCTION
RAIL DEVELOPMENT/GRANTS
INTERMODAL DEVELOPMENT/GRANTS
PRELIMINARY ENGR CONSULT
HWY BEAUTIFICATION GRANTS
RIGHT-OF-WAY SUPPORT
TRANSPORT PLANNING GRANTS
BRIDGE INSPECTION
ECON DEV/TRANSP PROJECTS
TRAFFIC ENGR CONSULTANTS
DISTRICT 4 TOTAL (2/29/16)
FY16 PROGRAMMED
FY16 COMMITTED
FY16 REMAINDER
4,958,783
22,206,113
7,567,053
64,689,444
344,611,416
61,314,784
79,611,158
40,179,710
40,408,132
61,327,842
12,612,880
6,207,693
48,701,493
106,759,513
31,489,665
1,780,001
98,242,949
201,255
10,546,693
6,291,893
186,371
1,506,000
36,305,447
887,227
1,484,842
6,846,360
60,634,183
266,190,599
11,256,643
39,479,353
29,862,237
31,994,100
32,746,456
11,759,500
2,144,784
27,630,861
94,801,709
2,403,139
1,780,000
46,243,643
0
4,944,159
5,947,981
0
0
28,318,962
4,071,556
20,721,271
720,693
4,055,261
78,420,817
50,058,141
40,131,805
10,317,473
8,414,032
28,581,386
853,380
4,062,909
21,070,632
11,957,804
29,086,526
1
51,999,306
201,255
5,602,534
343,912
186,371
1,506,000
7,986,485
1,087,706,288
707,356,738
380,349,550
Unexecuted Agreement Report
What is Unexecuted Agreement Report?
• A report identifying Supplemental Agreements/Work Orders
that have been encumbered however, the agreements have
not yet been executed in FLAIR (Status 10).
Key Facts:
 Agreements must be executed by early June to avoid having the
encumbrance cancelled at year end.
 Agreements not executed by early June, will be un-encumber and
must be re-encumbered the following Fiscal Year.
 Affects both budget and roll forward.
 The Report is Aged to indicate how long the SA’s have been
encumbered but not fully executed.
Project Sequencing
Various Work Types Need to be separated in the LRE
Requires separation and entry of pay items by sequence
when more than one work type exists for:
WORK TYPE
Roadway
Bridge Replacement
Bridge Rehabilitation
Resurfacing
Safety
PROGRAM NO.
02
03
04
05
06
Separate pay items that are funded with Local Funds
Project Sequencing
Project Sequencing
Under the
description
field, please
indicate the
work type and
which financial
project
sequence to
program.
Project Sequencing (cont.)
428719-1-52-01
Resurfacing
-02
Safety
Project Sequencing (cont.)
428719-1-52-01
-02
Resurfacing
Safety
QUESTIONS ?
2016 LRE KICKOFF
FINAL PLANS
Presented by
Mark J. Madgar
March 3, 2016
Final Plans
LRE Guidelines
Submittal Process
Project Unknowns
The New Timeline
Introduction
1.
2.
3.
4.
5.
6.
System Access
LRE versus Trns*port
Items to Verify
Landscaping
Special Features
Summary
1. System Access
The FDOT PM will contact OIT for the following:
 For the Creation, Modification or Termination of a Security Profile.
 For a revoked and/ or expired User-ID.
 For a revoked and/ or expired Password.
 For transferring an account from district to district.
System Access - continued
CONTACT the FDOT Project Manager:
 When a user needs to be created in the LRE System only. TRNS*PORT access is
provided by Tallahassee.
 When a user needs to be added or removed from Projects and/or Versions.
 When a user needs to be re-assigned from one Project or Version to another.
*PROJECT MANAGER WILL CONTACT FINAL PLANS*
2. LRE versus Trns*port
LRE

The primary tool used to produce budget estimates for the 5-Yr Work Program.

Is used before final design quantities are available.

Is typically used from the PD&E phase to the Biddability phase.
Trns*port

Is used for the Plans, Specs and Estimates package and Bidding Proposal.

Normally be used after the Biddability Phase.

If your project is either a Lump Sum or Design Build, you will need to load the itemized pay
items into a secondary TRNS*PORT. The TRNS*PORT will be created as either xxxxxx-x-520xLS or xxxxxx-x-52-0xDB respectively.
Note: If your project is near the transition into the Biddability Phase, the PM
should use the estimate (LRE or Trns*port) which reflects the current approved
scope and project cost at the time of Submittal.
3. Items to Verify
 The project information in the LRE Header shall match the FM System, i.e.- Project Manager,
Letting Date, Project Length, etc. If different, check with Work Program to correct.
 The LRE or Trns*port shall not contain Obsolete Pay Items.
Items to Verify - continued
For projects that contain multiple Sequences and/ or Programs in FM, a separate
sequence in the LRE shall be used to reflect each one. There are many Program Types,
but the most common ones to keep a look out for are: 02- Roadway, 03 – Bridge
Replacement, 04 – Bridge Rehabilitation, 05 – Resurfacing, 06 – Safety and 29 – Rail.
Multiple Sequences & Programs:
Items to Verify - continued
TIP/ STIP - Last Minute Cost Adjustments:
•
If project is Federally Funded.
•
If project cost increases in excess of $2 Million AND 20%, a TIP/ STIP needs to be processed.
•
It may take 3 months or longer to process which may cause the project to miss the letting.
Items to Verify - continued

Use of EX-Items.
-Use only when a pay item does not exist for an activity.
-Do not enter as a Lump Sum, Per/ Mile cost or Design Fees for DB.
-If trying to use for an already used X-Item, include the quantity in the existing X-Item
and describe both quantities in the “Comment Field”.
Items to Verify - continued

Asphalt Adjustments correctly entered:
-Calculate Asphalt Adjustments as SP=5% & FC=5%.
-Load adjustments into each Sequence that contains asphalt and use the comment
field to describe.

Do not include additional Adjustments / Contingencies for items such as:
-MOT Items
-Earthwork
-Wetland Mitigation
-Contamination, etc.

Use the proper percentages:
-MOB shall be 8%.
-MOT shall be 10%.
-Partnering: include if project duration > 1yr OR project cost > $2 Million.
(Use 2 DA @ $3,000/ DA)
-Disputes Review Board: include if project cost > $15 Million.
(Use 1 DA / Month for duration of project)

OFF SYSTEM ROADWAYS:
DO NOT include Mowing and Litter Removal pay items on off-system roadways.
4. Landscaping
Two types of Landscaping projects:
Dependant, Stand-Alone Landscaping Project:
-Associated with a Roadway Construction project.
-Programmed in the year that the Roadway Construction project is
anticipated for completion.
Coordination on who will be responsible for the establishment and
maintenance of the installed landscaping… District Maintenance or Local Agency
(MMOA required for the latter) needs to happen.
(Joint Memo Landscape dated February 13, 2015)
Independent, Stand-Alone Landscaping Project:
-Not associated with a Roadway Construction project.
-Programmed in the year that the Landscaping project is ready for
production.
The FDOT PM will need to coordinate with both the District Landscape
Architect and Work Program to make sure that the project not only
complies with both the Department Environmental and Highway
Beautification Policies, but also complies with the funding guidelines as
well.
(E & O Memo 13-1: Knowledge Base> Prgm Management)
Landscaping – cont.
5. Special Features
 Copying a LRE Version:
Allows the PM or consultant to continue to prepare the project, or prepare multiple
alternatives, for its scheduled phase submittals outside of the Work Program Cycle.
Special Features – continued

Run the “Obsolete Pay Item Report” to check for obsolete items in the LRE.
Special Features - continued

Use the “Find and Replace” function to help in replacing obsolete pay items in the LRE.
Special Features - continued
 Run the “Project Edit Report” to check for obsolete items in the Trns*port.
Project Edit Report – cont.
6. Summary

For new accounts or re-setting existing accounts, have the FDOT PM contact OIT to
correct any security profile issues. FDOT PM to contact Final Plans for project specific
access.

Most data errors we see relate to inconsistencies between the LRE and the Project Scope
History.

Remember to use separate sequences when appropriate… i.e.- Local Funds or Safety.

Minimize the use of EX-Items.

Refer to the LRE Guidelines for the proper adjustment values, and do not add
miscellaneous adjustments / contingencies to your project.
(Knowledge Base>Prgm Mngt>Final Plans>Estimates)

Refer to the LRE Guidelines for the proper values for MOT, MOB and Non-Bid Pay Items.

Remember to check the Knowledge Base to see how you should be handling the
Landscaping Construction.
(Knowledge Base>Prgm Mngt>Engineering & Operations Memo 13-1 and Joint Memo Landscape
February 13, 2015)
Summary - continued
 Use the Special Features, “Copy Version”, “Obsolete Pay Item Report”, “Find & Replace” and
“Project Edit Report” to simplify your work.
 Remember to use the LRE Checklist.
Final Plans website

If you have any questions pertaining to the LRE reviews, please contact one of the
following people:
Mark J. Madgar
Ali Rastagh
Consultant
Nadir Rodrigues
x-4613
x-4413
x-4586
x-4385
LRE Submittals
Checklist
Guidelines
Submitting an LRE
LRE Submittal Overview
How to Submit
– Electronic Submittals
Electronic Requirements to Submit
LRE Checklist – Completed (found in Final Plans
Website.)
LRE R3 Report of Primary Version.
Approved Scope in PSEE.
Risk Summary & Register (only if including Project
Risk).
The above items need to be submitted as attached documents through
the PSEE WPUC.
Electronic Submittal Process
Step 1:
Electronic Submittal – cont.
Step 1 Alternate:
Electronic Submittal – cont.
Step 2:
Electronic Submittal – cont.
Step 3:
Electronic Submittal – cont.
Step 4:
Select “Yes”
Electronic Submittal – cont.
Select both
workflows:
“Front/Back”
“WPA Completion”
Type new Phase
52 Total
Type Fiscal Year
Type Phase 52 description here (primary or version #)
Click “Add Document”, but “Save” first (then save again)
Electronic Submittal – cont.
Step 5:
Click to edit what you
just did in Phase 52
Click other radio buttons to
add package components
Or select “Submit”
Project
Unknowns
Risk
Meet
Why Project Cost Risks? Why not keep the old way?
A way to quantitatively determine project
unknowns – requires justification.
The objective is not to reduce the unknown
dollar amounts, but justify why we need
them.
Project Unknowns/Contingencies
Funded & Unfunded Projects
– Project Unknown % Factor in LRE not used
– EX-Item labeled “Project Risks/Unknowns” used
Exact dollar value entered, no percent factor.
-Risk Summary & Register (Backup)
Spreadsheet found on Knowledge Base
– Program Management -> Final Plans -> Estimates
“Guide to Including Project Risks/Unknowns in LRE”
Documentation = Project Risks Identified
Risk Register
Completing Risk Register
1. Identify Risks
2. Determine probability of each risk occurring
(Guidance given in spreadsheet.)
3.
4.
5.
6.
Threat or Opportunity?
Calculate minimum dollar impact
Calculate maximum dollar impact
Calculate most likely dollar impact
How to Calculate $ value for Risks
Designer determines quantities
$ value = Quantity X Unit Price
Determining Unit Price
Option 1 – Find value at State Estimates
historical cost website.
http://www.dot.state.fl.us/programmanagement/Estimates/HistoricalCostI
nformation/HistoricalCost.shtm
Finding Historical Cost on Website
1st Choice – Find 12 month moving Area (11 &
12) Average for pay item.
2nd Choice – Find annual statewide average
for pay item.
NEW PROGRAM MANAGEMENT
OFFICE WEBSITE
Where to load Project Risks/ Unknowns?
1. EX-Item loaded into sequence 1 of the LRE
labeled:
“Project Risks/Unknowns”
- Enter the value from the Risk Register in the EX-Item.
Identified Risk ≠ Major Scope Unknowns
(According to Final Plans)
Major scope unknown = Separate LRE
Most likely scope/LRE submitted
– Example: PD&E Alternate Alignments
How can I get more information?
Knowledge Base
– “Guide to Including Project Risks/Unknowns in LRE”
Location: Program Management->Final Plans-> Estimates
– Also for reference - This presentation!
“2016 Work Program/LRE Kickoff Presentation”
Location: Root directory of Knowledge Base
LRE Due Dates – 2016 Update Year
Adopted (2016-2017)
March 11, 2016
FY2020-2021
April 8, 2016
FY2019-2020
April 22, 2016
FY2018-2019
May 6, 2016
FY2017-2018
May 20, 2016
Unfunded/Others
June 10, 2016
FY2022 (Candidates)
June 10, 2016
What questions do you have?
THANK YOU!