The PMOC Program and the
Euclid Corridor Transportation Project
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
1
Discussion Items







A - What is the PMO Program?
B - When does a Project get a PMOC?
C - Who is the PMOC?
D - What does the PMOC do?
E - The documents the Grantee prepares.
F - The PMOC and the ECTP.
G - Lessons Learned from the ECTP.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
2
A - What is the PMO Program?



In the early 1980’s, several FTA-funded transit projects
suffered major setbacks due to problems with quality,
cost overruns and delays in schedules.
To safeguard the Federal investment and ensure public
safety, Congress directed FTA to establish the Project
Management Oversight (PMO) Program.
The PMO Program is described in 49 CFR 633 – Project
Management Oversight.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
3
A - What is the PMO Program?






For all Major Capital Projects (MCP)
 Involves the construction of a new fixed guideway or an
extension to an existing fixed guideway,
 Involves the rehabilitation of an existing fixed guideway with a
total project cost in excess of $100 million in construction.
Is not exclusively for the routine acquisition, maintenance, or
rehabilitation of Vehicles or other rolling stock,
Involves new technology,
Is of a unique nature for the recipient,
May benefit from the oversight or technical assistance available
through the PMO Program,
FTA is promoting the benefits of BRT. Some qualify for PMOC
oversight, like the ECTP.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
4
A - What is the PMO Program?

The objective of the PMO program is to assist FTA in
assessing and evaluating the development and
implementation of each project.






Assess grantees’ project management and technical capacity and
capability to successfully implement major capital projects,
Complies with all applicable statutes, regulations, and FTA
guidance,
Proceeds in accordance with the terms of grant agreements,
including the agreed upon scope, budget and schedule,
Conforms with sound engineering and project management
practices,
Adequate technical inspection and supervision by qualified
professional of all work in progress,
Meets the requirements of the approved plans and specifications.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
5
B – When does the PMO Program begin?
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
6
C - Who is the PMOC?



Consultants – engineers, architects, planners and other
professionals with experience in the design, construction and
operation of transportation projects.
Technical expertise to extend FTA’s technical staff in monitoring the
development and implementation of grantees major capital projects.
Brings experience in:
 Project/Program Management,
 Engineering and Architectural Designs,
 Risk Assessment,
 Cost Estimating Scheduling,



Contract Packing and Procurement,
Guideway Systems - Roadways and Trackwork,
Heavy Construction - Bridges and Tunnels,
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
7
C - Who is the PMOC?








Traffic Management,
Traction Power, Signals and Communication Systems,
Fare Vending Systems,
Yards, Shops and Bus Maintenance Facilities,
Rail and Bus Vehicles,
Operations and Maintenance Specialists,
Construction Safety and Safety/Security,
Real Estate Acquisition.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
8
D – What does the PMOC do?

The PMOC’s key role and responsibility is to assist FTA
in managing major capital projects to ensure the projects
are:



On time, within budget, in conformance with Federal
requirements,
Constructed to approved plans and design specifications,
Efficiently and effectively implemented.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
9
D - What does the PMOC do?

Review and prepare assessments of Grantees programs
such as:










Project Management,
Technical Capacity, Capability and Readiness,
Capital Cost Estimates,
Risk and Contingency Management,
Value Engineering,
Real Estate Management,
Safety and Security Management,
Fleet Management,
Construction Management.
Provides technical assistance and recommendations to
the Grantee
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
10
D - What does the PMOC do?

The PMOC will periodically (monthly) assess and
evaluate the Grantee on General Project Management
functions such as:








Timely Management Decisions,
Delegations of Authority,
Management of Project Scope,
Internal Controls,
Schedule Analysis,
Cost Estimates and Trends,
Delivery of a Quality Product,
Project Safety and Security.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
11
D - What does the PMOC do?

The PMOC will also assess the Grantee on Specific
Project Management functions such as:














Contract packaging and sequencing,
Constructability reviews,
Schedule and cost reporting,
Quality control,
Quality assurance ,
System safety,
Risk management,
Change orders,
Staffing and training,
Claim avoidance/management,
Value engineering,
System start-up,
Environmental monitoring,
Right-of-way acquisition and relocation.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
12
D - What does the PMOC do?

The PMOC does not:



Prepare designs,
Sign or seal project documents,
Inspect, approve or accept construction, vehicles or equipment.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
13
D – The PMOC uses Oversight Procedures
OP01 - Administration Conditions and Requirements
OP32C – Project Scope Review
OP02 - PMOC Implementation, Transition Plans, Status
Reports
OP32E – Project Delivery Method Review
OP03 - Special Tasks
OP33 – Capital Cost Estimate Review
OP11 - Grantee Capacity & Capability Review
OP34 – Project Schedule Review
OP12 – Recurring Oversight & Reports (Trip, Periodic,
Quarterly, Final)
OP35 – Project Contingency and Contract Packaging
Review
OP14 - Lessons Learned
OP40 – Risk Assessment and Mitigation Review
OP20 – Project Management Plan (PMP) Review
OP41 – ADA Review – Level Boarding for Commuter
Rail
OP22 – Safety and Security Mgmt Plan Review
OP43 – Annual Review
OP23 – Real Estate Review
OP45 – Small Starts Review
OP25 – Fleet Management Plan Review
OP46.1 – LPA Review and Readiness to Enter PE
OP26A – Buy America Review
OP46.2 – Readiness to Enter Final Design
OP26B – Bus and Rail Vehicle Technical Review
OP46.3 – Readiness to Execute or Amend FFGA
OP32A – Project Capacity Review
OP46.4 – Readiness to Bid Construction Work
OP32B – Environmental Document (NEPA) Review for
New Starts Projects
OP46.5 – Readiness for Revenue Operations
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
14
E – What are the principal documents the
Grantee prepares and uses?

The Project Management Plan, or PMP, is the Grantee’s key
document. The PMP lays out the Grantee’s methodology on how it
will manage and successfully deliver the Project.

The PMP is…


It is intended to be a dynamic document that should be expanded
and updated as necessary throughout project implementation,
The PMP should be updated, as a minimum, prior to advancing
into the Final Design and Construction Phases.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
15
E - The PMP

The PMP should…






Demonstrate that all phases of the project have been thoroughly
considered,
Given thought to the methods to be used to execute the project
Understand interfaces that will be created between various
participants,
Define the objectives of the project, the methods and resources
proposed to be used in meeting those objectives,
Provide the overall management strategy including project
control, and the responsibilities, authorities, and measures of
performance for all parties involved,
Recognize the role of FTA in the oversight and independent
review of the project by both the PMOC and FMOC.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
16
E – When is the PMP prepared?

The PMP is developed…




Project management concepts are developed initially during the
AA and should be documented in the PMP,
The PMP defines the scope of project implementation starting at
least in PE and policies for management and control activities,
The PMP should also adhere to the FTA Grant Management
Guidelines, FTA Circular 5010.1C.
FTA requires the Grantee to submit a PMP for FTA’s
review and approval prior to PE and before advancing to
subsequent project phases.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
17
E – What are the contents of the PMP?

The PMP should include the following subjects:




Organization
 Adequate recipient staff organization, complete with well-defined
reporting relationships, statement of functional relationships, job
descriptions, and job qualifications,
Budget
 A budget covering the project management organization,
appropriate consultants, property acquisition, utility relocation,
systems demonstration staff, audits, and such miscellaneous
payments as the recipient may be prepared to justify,
Management Process
 A design management process encompassing PE and final
design;
Project Schedule
 Design, construction, testing and start-up phase schedule,
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
18
E – What are the contents of the PMP?

Document Control Procedure
 A document control procedure and record-keeping system,

Change Order Procedure

A change order procedure which includes a documented, systematic
approach to the handling of construction change orders,
Construction Phase Organization

A description of organizational structures, managerial/technical skills,
and staffing levels required throughout the construction phase,
QA/QC

Quality Control (QC) and Quality Assurance (QA) programs which
define functions, procedures, and responsibilities for construction and
for system installation and integration of system components,
Materials

Materials testing policies and procedures,



BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
19
E – What are the contents of the PMP?




Reporting Requirements
 Internal plan implementation and reporting requirements,
Testing and Startup
 Criteria and Procedures to be used for testing the operational
system or its major components,
PMP Updates
 Periodic updates of the plan, especially related to project
budget and project schedule, financing, ridership estimates,
and the status of local efforts to enhance ridership where
ridership estimates partly depend on the success of those
efforts,
Reporting
 Recipient's commitment to make monthly submission of
project budget and project schedule to the Secretary.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
20
E – PMP Sub-Plans


There are several additional sub-plans to the Grantee’s PMP. They
serve to improve upon the project management functions of
Grantees.
The Grantee PMP project sub-plans are:
 Development Plan,
 Execution Plan,
 Risk Management Plan,
 Contingency Management Plan.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
21
E – The Project Development Plan

Project Development Plan (PDP) – This is a sub-plan of the
PMP prepared by the Grantee for the AA Phase through the
completion of the PE Phase.
 The Grantee will delineate specifics for:
 Administration and technical activities,
 Environmental Impact Statement (EIS) activities,
 Community Relations activities,
 Process and activities Grantee will use to ensure
completeness and accuracy of the PE Phase work so as to
meet FTA requirements for technical and financial readiness.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
22
E – The Project Execution Plan

Project Execution Plan (PEP) – This is a sub-plan to the PMP
prepared by the Grantee for Final Design Phase through the Project
Close-out.
 The Grantee will delineate specifics for:
 Procurement,
 Construction,
 Pre-revenue Testing and Start-Up,
 Pre-Revenue / Revenue Operations,
 Specialized project activities, and the project contracting
Close-Out activities (inclusive of training and warrantees, etc.).
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
23
E – Timelines of the PDP and PEP.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
24
E – Risk Management Plan


Risk Management Plan – This plan will provide disclosure of
the risk assessment activities to be undertaken by the recipient over
the course of the project life, and provide quantification (in time
and/or costs) and qualification of those risks.
The plan will provide clear and concise means and methods to be
used to manage those risks, identify and deal with unforeseen risks,
and reporting of all activities and results.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
25
E – Contingency Management Plan


Contingency Management Plan – The objective of this plan is
to identify at each phase, and within each phase at major milestones
(e.g., negotiation of a professional services contract, opening of a
construction bid), where the contingency may be potentially needed
for use.
It is a means by which recipients develop alternatives (or options)
that could be advanced such that financial contingency amounts
may not be necessary to mitigate potential budget overrun at points
during the project’s implementation.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
26
F – The PMOC and the ECTP

Early on in the Project…





PMP Review,
Capacity and Capability Review,
Risk Assessment,
Monthly Report content and format,
Provided assistance and guidance in the Real Estate Acquisition
Program.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
27
F – The PMOC and the ECTP

Provided Review and Recommendations on ECTP
documents and procedures.












Project Master Schedule,
Change Order Process,
Buy America Program,
QA/QC Program for all Construction Contracts,
Contingency Management Plan,
Cleveland Clinic Foundation Plans,
Monthly Costs,
Testing Requirements for the C05B - Stations and Systems
construction,
Vehicle Inspection Oversight,
Safety and Security Certification,
Testing and Start-Up Plans,
Operational Readiness.
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
28
G - Lessons Learned
Competing goals (transit improvements vs. urban
redevelopment) lead to cost and schedule problems.
 Project coordination/partnership.
 Cleveland Clinic Area Redesign.
 City of Cleveland




BRT Workshop
July 21-22, 2008
unanticipated sewer work,
underside walk vaults never fully relocated,
Cleveland Public Power constant source of delay in
relocating underground lines and street lights.
The PMOC Program and the
Euclid Corridor Transportation Project
29
G - Lessons Learned
Third party agreements (e.g., utilities) are key to cost and
schedule control problems.
 Traffic and pedestrian control during construction
 BRT projects have their complexities, increasing
demands on staff (still need considerable management
expertise!).
 Do not underestimate requirements for bus operations
planning for successful start-up.
 Keep the PMP Current – RTA is in the process of
updating its “Activation” chapter.

BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
30
Questions
BRT Workshop
July 21-22, 2008
The PMOC Program and the
Euclid Corridor Transportation Project
31