DEVELOP BID Process (3): DOCUMENTS Process Owner: Develop ...

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DEVELOP BID DOCUMENTS A. CAUSSADE Key Work Process (3): Process Owner: Work System Owner Ed Curry Work System Enabling Leader Dane Theodore, Director Priority Processes Owner Anibal Caussade, Project Mgr. January 14, 2009 Develop Bid Documents Process Improvements R T E N C E I I P R T E N C E I I P GOVERNOR’S STERLING AWARD GOVERNOR’S STERLING AWARD 0 0 7 2 0 0 7 2 SATELLITE HIGH SCHOOL SCIENCE BUILDING 2008 COCOA BEACH HIGH SCHOOL THEATRE 2007

Transcript of DEVELOP BID Process (3): DOCUMENTS Process Owner: Develop ...

Page 1: DEVELOP BID Process (3): DOCUMENTS Process Owner: Develop ...

DEVELOP BIDDOCUMENTS A. CAUSSADE

Key WorkProcess (3): Process Owner:

Work System OwnerEd Curry

Work System Enabling LeaderDane Theodore, Director

Priority Processes Owner Anibal Caussade, Project Mgr.

January 14, 2009

Develop BidDocuments

Process Improvements

R TE NC EI IP

R TE NC EI IPGOVERNOR’S

STERLING AWARDGOVERNOR’S

STERLING AWARD

00 72 00 72

SATELLITE HIGH SCHOOL SCIENCE BUILDING 2008 COCOA BEACH HIGH SCHOOL THEATRE 2007

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DEVELOP BIDDOCUMENTS A. Caussade

MacroProcess: Process Owner:

Table of Contents1. Cover Sheet2. Table of Contents3. Facilities Design Internal and External Customers4. Macro Flow Chart - Manage Facility Design5. Key Work Process 3 Flow Chart - Perform Program Development6. DMAIC Lite Storyboard - Check Points 1-187. Key Work Process 3 Process Selection Matrix Form 8. Key-In-Process Measures Determination Form System Form9. BPS Process Management System10. Macro Process Control System Form11. Key Work Process 3 Process Control Form12. Countermeasure Matrix13. Countermeasure Action Plan Matrix14. Action Plan Root Cause #215. Action Plan Root Cause #415. Action Plan Root Cause #516. Document Tree17. Key Work Process Indicator Data

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DEVELOP BIDDOCUMENTS A. Caussade

Key WorkProcess (3): Process Owner:

FACILITIES DESIGN INTERNAL CUSTOMERSSchool Board

SuperintendentArea SuperintendentsDistrict AdministrationSchool Administration

FACILITIES DESIGN EXTERNAL CUSTOMERSState of Florida

Florida Department of EducationParents / Guardians

Students

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NEED PROJECTDESIGN

?

?

DELIVERABLES:D1. Construction Scope of WorkD2. Bid DocumentsD3. Design Criteria PackageD4. Project PlansD5. Project SpecificationsD6. Approved Plans and Specifications

Q1 - Cost of Errors & Omissions as a % of Total Construction Cost

Q2 - % Variance from Design Schedule

Design / Build (D/B) Project?

Design / Bid /Build Project?

Q3 - % Variance from Design Budget

P1 - Pre-Design Schedule Milestones

P8 - Develop Bid DocumentsSchedule Milestones

NEED ISMET

SUPPORT BID & PERMIT ACTIVITIES

SUPPORT CONSTRUCTION & CONSTRUCTION CLOSEOUT ACTIVITIES

CONSTRUCTION &CLOSEOUT COMPLETE?

PROJECT DESIGN COMPLETE?

A&E CONTRACTCLOSEOUT COMPLETE?

?

?

?

YES

YES

YES

NO

NO

NO

P4 - Bid & Permit Support Schedule Milestones

P2 - Project Design Schedule Milestones

P3 - Cost Variance @ Design Deliverable Milestones

P7 - A&E Contract Closeout Schedule Milestones

P5 - Construction & Construction Closeout Support Schedule Milestones

P6 - Cost of Errors & Omissions as % of Construction Costs at Schedule Milestones

M/E/P Construction <$50,000 or Placement / Hookup of

Relocatable Units?

CLOSEOUT A&E CONTRACT

PERFORM PROGRAM DEVELOPMENT

DEVELOP BUDGET

DESIGN PROJECT

APPROVAL BYBOARD

PROGRAMBUDGETDCP

PROGRAMBUDGET

A&EAPPROVAL BY

BOARD

DEVELOP DESIGN CRITERIA PACKAGE

SELECT DESIGN / BUILDCONTRACTOR

SELECT A & E

D3

D4D5

D6

YESNO

?

DEVELOP BID DOCUMENTS

APPROVAL BYBOARD

D1D2

YES

NOBOARD

APPROVALREQUIRED?

KWP 1

KWP 5

KWP 6

KWP 7

KWP 8

KWP 9

KWP 3

KWP 4

KWP 4

KWP 2

WHO

STEP

MacroProcess: Process Owner:

BPS SCHOOLBOARD

BPS FACILITIESSERVICES

BPS EDUCATIONALDEPARTMENTSAND SCHOOLS

CONTRACTARCHITECT & ENGINEER

APPROVAL BY BOARD

NEED

PERFORM

DEVELOP

DEVELOP

DEVELOP

QUESTION

QUESTION

APPROVE

APPROVE

APPROVE

QUESTION

DESIGN

SELECT

QUESTION

SUPPORT

SUPPORT

QUESTION

QUESTION

CLOSEOUT

MANAGED

MANAGEFACILITIES DESIGN D. THEODORE

FACILITIES SERVICES / Robert J. Wiebel & Anibal Caussade 12/08/08

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REFINE BID DOCUMENTS

INVITATION TO PERFORM WORK

P1 - Develop Bid DocumentsDevelopment Schedule Milestones

P2 - Complete Bid DocumentsDevelopment Schedule Milestones

NEED ISMET!

WP1

WP2

WP3

WP4

WP5

WHO

STEPBPS SCHOOL

BOARD

BPS FACILITIESSERVICES

BPS EDUCATIONALDEPARTMENTSAND SCHOOLS

CONTINUINGCONTRACTOR

Key WorkProcess (3): Process Owner:

MANAGE FD BIDDOCUMENT DEVELOPMENT D. THEODORE

NEED

DEVELOP

QUESTION

QUESTION

INVITE

INVESTIGATEVISIT

CONFIRM

COMPLETE

VALIDATION

QUESTION

MANAGED

REFINE

Design Macro Q2 - % Variance from Design Schedule

FACILITIES SERVICES / Robert J. Wiebel & Anibal Caussade 1/05/09

NEED BID

DOCUMENTS

DELIVERABLES:D2. Bid Documents a. Statement of work b. Sketch

?

?

BID DOCUMENTS ARE COMPLETE?

?NO

INVESTIGATE / VISIT / CONFIRMWORK REQUIREMENTS / NEEDS

CONTRACTORS WALK-THRUWORK FAMILIARIZATION / VALIDATION

NO

NO

YES

YES

YES

COMPLETEDBID DOCUMENTS

D2

USE PREVIOUS STATEMENT OF WORK AND SKETCH

WALK-THRU WORKFAMILIARIZATION /

VALIDATION COMPLETE?

PREVIOUSLY DEVELOPEDSTATEMENT OF WORK &

SKETCH REQUIRED?

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ATTACHMENT A

Facilities Construction DMAIC Lite 1/14/2009 Page 1

INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see “Improve” checkpoint #10), via email to [email protected] and copy Steve Muzzy on all emails. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc. Priority Process Name: Manage Facilities Design

Work System / Leader: Dane Theodore

KWP 3 – Bid Documents Development DMAIC “Lite” Storyboard

DEFINE

1. Describe how the linkage between the process Q measures and the District’s KPIs (or strategic objective measures) was established and confirmed.

A. In order to achieve the milestones identified in the 2008/2009 BPS Strategic Plan, as it related to “Safe and Healthy Learning and Work and the Ten (10) Year Facilities Improvement Plan, the design of facilities must utilize a structured approach to controlling the cost of the design and the design implementation schedule. In light of this structured design approaches, constant monitoring of cost and schedule at all levels is imperative. Three (3) Macro Q Measures have been developed to collect cost and schedule data and one Key Work Process Q Measure:

i. Q1 – Cost of Errors and Omissions as a percent of Total Construction Costs.

ii. Q2 – Percent (%) Variance from Design Schedule and Design Completion.

Q2.1 – Percent (%) Variance from Develop Bid Documents Schedule Milestones

iii. Q3 – Percent (%) Variance from Design Cost.

2. Explain which process Q measure(s) will be improved. In order to identify the Q Measure to improve, a Facilities Design Priority Process Selection Matrix and a Key-In-Process Measures Determination form were created. See attachments. After analyzing the data contained in each attachment, it was determined that Q Measure Q2 and Q2.1 will be improved by improving key work processes “Develop Bid Documents”.

3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above.

The process of developing bid documents, for Mechanical, Electrical and Plumbing projects with a project value equal to and less than $50,000, is not formalized. The lack of procedures and check sheets causes delays in getting the project well defined and permitted for construction.

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ATTACHMENT A

Facilities Construction DMAIC Lite 1/14/2009 Page 2

DMAIC “Lite” Storyboard

MEASURE

4. List up to five (5) potential problem areas in this process and the associated P measure(s) for each.

A. BPS Representative does not have a clear understanding of the proposed work.

B. BPS Representative does not have the expertise to accurately identify and describe the required work.

C. BPS Representative does not have enough time to review and comprehend the scope of work or did not visit the project site.

D. Poor records drawings are inaccurate and do not reflect current conditions.

E. BPS Representative does not understand Code requirements.

5. Select the most significant problem or opportunity and develop a problem statement which answers the questions:

A. What? B. When? C. Gap between actual and targeted values?

Problem: The lack of bid document development procedures and check sheets causes delays in getting the project well defined and permitted for construction. Problem Statement: Capital Project construction started during 2005 and 2007 were delayed due to poor bid documents. Gap: Some project bid documents preparation is taking over 60 days to complete delaying work completion.

(Hint: You may want to refer to the six sigma DMAIC course material, checkpoint #9 of the “Measure” step, as you develop your problem statement.)

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ATTACHMENT A

Facilities Construction DMAIC Lite 1/14/2009 Page 3

DMAIC “Lite” Storyboard

ANALYZE

6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the “Measure” step.

A. Inadequate time for the BPS Representative to investigate, research, write, draw and develop bid documents.

B. BPS Representative lacks the experience or knowledge to develop the bid documents.

C. Outdated / inaccurate record drawings

D. Subcontractor base was not available to perform site visits.

E. Lack of Code understanding.

7. List the root causes and describe the approach used to select them from among the others.

Root Causes Approach Used To Select Root Cause

A. Inadequate time Team Consensus

B. Unqualified personnel Team Consensus

C. Outdated data Team Consensus

D. Lack of communication Team Consensus

E. Code knowledge Team Consensus

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ATTACHMENT A

Facilities Construction DMAIC Lite 1/14/2009 Page 4

DMAIC “Lite” Storyboard

IMPROVE

8. List the countermeasure(s) you considered for implementation for each selected root cause from the “Analyze” step.

A. Allocate ample time to investigate, do research and write bid documents.

B. Allow well trained and experienced construction BPS Representatives only to create bid documents.

C. Inventory record drawings to make sure they are accurate and up-to-date.

D. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents.

E. Understand the importance of having well trained BPS Representatives and contractors in the Code implementation.

9. Determine the “effectiveness x feasibility” score for each countermeasure, and note the highest scores.

Root Cause Effectiveness Feasibility Overall Action

A 5 3 15 No

B 5 5 25 Yes

C 5 3 15 No

D 5 4 20 Yes

E 5 4 20 Yes

(Hint: Refer to six sigma DMAIC course, checkpoint #18 of the “Improve” step.)

10. Develop an action plan for each countermeasure to be implemented which shows the following: A. What (description of countermeasure) B. When (projected start and end dates) C. Who (accountable person) D. Which organizations need to support you E. Estimated cost to implement

See Attachment

(Remember: Email your action plan(s) with this completed DMAIC “Lite” Storyboard, per instructions on page 1.)

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ATTACHMENT A

Facilities Construction DMAIC Lite 1/14/2009 Page 5

DMAIC “Lite” Storyboard

CONTROL

11. Briefly explain how you know the root causes were reduced or eliminated.

Tracking bid document completions will identify the root cause of the problem. Depending on project complexity the root cause might be different depending of the person knowledge, experience and people skills.

12. Briefly explain how you know the problem was reduced.

Bid document completions shall be reduced by at least 50% of the current levels.

13. Briefly explain how you know the theme measure was improved.

A more efficient and well informed staff will be able to complete bid documents timely and correct.

14. Explain how you will prevent this problem from recurring.

Continue to follow recently established process and track bid document completions with construction permit issuance.

15. Identify which other BPS locations should consider implementing your countermeasures.

Maintenance, CTE, ET & Food Services with their Capital Project initiatives.

16. Identify what other BPS locations could learn from this project.

Same as E.

17. List the remaining problem areas in this process.

Budget must accommodate for the implementation for more training on Code requirements. Also ample time shall be provided to create accurate and complete bid documents.

18. List the key lessons learned from this process improvement.

It is important to gather all pertinent information during the research phase including third party information to facilitate the completion of the bid documents.

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BPS Process Management System

Work System: Manage Facilities Design Leader: A. Caussade

Owner Members Key Work Priority Processes Name Email Name Email

1. 2. 3. KWP1 Perform Program

Development

4. 1. 2. 3. KWP2 Develop Budget

4. 1. 2. 3. KWP3 Develop Bid

Documents

4. 1. 2. 3. KWP4 Approval By Board

4. 1. 2. 3. KWP5 Develop Design

Criteria Package

4. 1. 2. 3. KWP6 Design Project

4.

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BPS Process Management System

Work System: Manage Facilities Design Leader: A. Caussade

Owner Members Key Work Priority Processes Name Email Name Email

1.

2.

3. KWP7 Support Bid & Permit Activities

4.

1.

2.

3. KWP8 Support Construction and Construction Closeout Activities

4.

1.

2.

3. KWP9 Closeout A&E Contract

4.

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WORK IN PROGRESS

Facilities Design Process Control System As of: 11-24-08

Macro Process Control System Process Name: Facilities Design Process Owner: Dane Theodore / Walt Petters Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Facilities Project Design Outcome Indicators: Q1 – Q3 Process and Quality Indicators Checking / Indicator Monitoring

Process Indicators

Control Limits Data to Collect

Timeframe (Frequency) Responsibility

Quality Indicators

Specs/ Targets

What is Checking Item or Indicator Calculation

When to Collect Data?

Who will Check?

Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References

P1 Pre-Design Schedule Milestones Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E provides a recovery action plan.

P2 Project Design Schedule Milestones Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E provides a recovery action plan.

P3 Cost Variance @ Design Deliverable Milestones

Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Analyze design budget and prioritize project scope for potential work reductions.

P4 Bid and Permit Support Schedule Milestones

Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E provides a recovery action plan.

P5 Construction and Closeout Support Schedule Milestones

Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E & Contractor provide a recovery action plan.

P6 Cost of Errors & Omissions (E&O) as % of Construction Cost at Schedule Milestones

Target: ≤ 1% Baseline: TBD

Cumulative cost of E&O and cumulative cost of construction

at schedule milestones At least monthly Director

Project Mgr. Track Errors and Omissions Items to ensure A-E does not exceed the 1.0% limit. Find ways to minimize cost implications by reviewing the design at no extra cost to the Owner.

P7 A&E Contract Closeout Schedule Milestones

Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E develop a recovery action plan.

Q1 Cost of Errors & Omissions as % of Total Construction Cost

Target: ≤ 1% Baseline: TBD

Total cost of E&O and total cost of construction

A&E Contract Closeout

Director Project Mgr.

Do not use A-Es who commit over 1.0% construction cost target. due to errors and omissions.

Q2 % Variance from Design Schedule Target: + 0% to - ∞ Baseline: TBD

Design due date and design delivery date

A&E Contract Closeout

Director Project Mgr.

Review / analyze situation and request that the A-E provides a recovery schedule.

Q3 % Variance from Construction Budget Target: ± 2.5% Baseline: -0.9% - 1.4%

Construction budget and total construction cost

A&E Contract Closeout

Director Project Mgr.

Review / analyze situation and request that the A-E with the help of the Contractor provides potential work reductions to meet the budget.

Note: These P & Q measures do not apply to contractor-provided design work for minor renovation projects < $50,000 or placement/hook-up of relocatable units. Approved:

Date:

Rev #:

Rev Date:

And

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WORK IN PROGRESS

Facilities Design Process Control System As of: 11-24-08

Key Work Process 3 – Develop Bid Documents Process Control System (PCS) Process Name: Develop Bid Documents Process Owner: Dane Theodore / Walt Petters Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Development of contract bid documents for M/E/P construction projects less than $50,000 and Placement and / or hook up of Relocatable Units. Outcome Indicators: Q2 and Q2.1

Process and Quality Indicators Checking / Indicator Monitoring Process

Indicators Control Limits Data to Collect

Timeframe (Frequency) Responsibility

Quality Indicators

Specs/ Targets

What is Checking Item or Indicator Calculation

When to Collect Data?

Who will Check?

Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References

P1 Develop Bid Documents Schedule Milestones

Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E provides a recovery action plan.

P2 Complete Bid Documents Schedule Milestones

Target: 100% Baseline: TBD

Completion status of required tasks at schedule milestones At least monthly Director

Project Mgr. Review / analyze situation and request that the A-E provides a recovery action plan.

Q2 % Variance from Design Schedule Target: + 0% to - 20% Baseline: TBD

Design due date and design delivery date

A&E Contract Closeout

Director Project Mgr.

Review / analyze situation and request that the A-E provides a recovery schedule.

Q2.1 % Variance Develop Bid Documents Schedule Milestones

Target: + 0% to - 20% Baseline: TBD

Design due date and design delivery date At least monthly Director

Project Mgr. Review / analyze situation and request that the PM provides a recovery schedule.

Note: These P & Q measures do not apply to contractor-provided design work for minor renovation projects < $50,000 or placement/hook-up of relocatable units. Approved:

Date:

Rev #:

Rev Date:

And

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FACILITIES DESIGN PRIORITY PROCESS SELECTION MATRIX FORM

Selection Factor Work Processes Importance x Gap = Point Score Priority Rank

Investigate / Visit / Confirm Work Requirements / Needs 5 3 15 2

Invitation To Perform Work 5 1 5 4

Contractors Walk-Through / Work Familiarization & Validation 5 2 10 3

Refine Bid Documents 5 2 10 3

Complete Bid Documents 5 4 20 1

SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

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KEY IN-PROCESS MEASURES DETERMINATION FORM Macro Outcome Measures Work Process In-Process Measures

Q2 - % Variance from Design Schedule Milestones

P8 – Develop Bid Documents Schedule Milestones

KWP3 Outcome Measures Work Process In-Process Measures

P1 – Develop Bid Documents Development Schedule Milestones

Q2.1 - % Variance from Develop Bid Documents Schedule Milestones

P2 – Complete Bid Documents Development Schedule Milestones

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Countermeasures Matrix:

EFFECTIVENESS X FEASIBILITY = OVERALL ACTION

PROBLEM

ROOT CAUSECOUNTER-MEASURE

PRACTICALMETHODS

Scale: 1 = Negligble 2= Somewhat 3= Moderate 4= Very 5 = Extreme

KWP3 - Develop Bid Documents

Capital Project construction started during 2005 and 2007 were delayed due to poor bid documents.

A. Inadequate time for the BPS Representative to investigate, research, write, draw and develop bid

B. BPS Representative lacks the experience or knowledge to develop the bid documents

C. Outdated / inaccurate record drawings

D. Subcontractor base was not available to perform site visits.

E. Lack of Code understanding

Allocate ample time to investigate, do research and write bid documents

Allow well trained and experienced construction BPS Representatives only to create bid

Inventory record drawings to make sure they are accurate and up-to-date

Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents

Understand the importance of having well trained BPS Representatives and contractors in the Code implementation.

Develop a realistic task milestone schedule to investigate / research program requirements

Train BPS staff on how to develop bid documents

Building Official to educate / update BPS staff Florida Building and Education Codes

BPS facility design and maintenance staff to review and update school and ancillary as-built drawings.

BPS staff to work with general contractors to ensure that adequate time is allocated for site visits.

5

5

5

5

5

3

5

3

4

4

15

25

15

20

20

Yes

Yes

Yes

No

No

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DMAIC LITE STORYBOARD – IMPROVE – CHECKPOINT 10

Countermeasure Action Plans COUNTERMEASURE

PROJECTED START DATE

PROJECTED END DATE

ACCOUNTABLE PERSON

SUPPORT ORGANIZATION ESTIMATED COST

B. Allow well trained and experienced construction BPS Representatives only to create bid documents

July – First Month of

Fiscal Year

June – Last Month of the Fiscal

Year

BPS PM None Cost of staff to develop, conduct and attend training classes.

D. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents

Week 1 of Project

Week 3 of the Project

BPS PM Support is required from Contractor, Subcontractors and School Administration

Cost of BPS Facilities and School Administration staff to conduct site visits.

E. Understand the importance of having well trained BPS Representatives and contractors in the Code implementation

July – First Month of

Fiscal Year

June – Last Month of the Fiscal

Year

BPS PM None Cost of staff to develop, conduct and attend training classes.

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Date:

Owners:

July August September October November December January February March April May June Comments

ScheduledDevelop & Distribute

Completed

ScheduledSend Out

NoticeSend Out

NoticeSend Out

Notice

Completed

ScheduledTraining Month

Training Month

Training Month

Completed

Bid Document(s) Yearly Training ScheduleNo. Task Accountable

Person

Owner / A/E

Owner / A/ESend Out Bid Docs Training Class Notice

3

1

2

Develop and Distribute Bid Docs Development Training Milestone Schedule

Conduct Bid Docs Development Training Class Owner / A/E

BPS Representative lacks the experience or knowledge to develop the bid documents

Allow well trained and experienced construction BPS Representatives only to create bid documents

Train BPS staff on how to develop bid documents

KWP3 Action Plan #1 - Facilities Design

Root Cause #2:

Countermeasure #2:

Practical Method:

A. Caussade

14-Jan-09

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Date:

Owners:

1 2 3 4 5 6 7 8 9 10 11 12 Comments

Scheduled Develop

Completed

ScheduledSchedule & Coordinate

Completed

ScheduledConduct Conduct

Completed

Bid Document(s) Project Site Visit Schedule (Weekly)No. Task Accountable

Person

Owner / A/E

Owner / A/ESchedule and Coordinate Ancillary and School Site Site Visits

3

1

2

Develop Ancillary and School Site Visitation Date Letter

Conduct Site Visits Owner / A/E

Subcontractor base was not available to perform site visits

D. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents

BPS staff to work with general contractors to ensure that adequate time is allocated for site visits.

KWP3 Action Plan #2 - Facilities Design

Root Cause #4:

Countermeasure #4:

Practical Method:

A. Caussade

14-Jan-09

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Date:

Owners:

July August September October November December January February March April May June Comments

ScheduledDevelop & Distribute

Completed

ScheduledSend Out

NoticeSend Out

NoticeSend Out

Notice

Completed

ScheduledTraining Month

Training Month

Training Month

Completed

Bid Document(s) Yearly Training ScheduleNo. Task Accountable

Person

Owner / A/E

Owner / A/ESend Out Code Training Class Notice

3

1

2

Develop and Distribute Code Training Milestone Schedule

Conduct Code Training Class Owner / A/E

Lack of Code understanding

Understand the importance of having well trained BPS Representatives and contractors in the Code implementation

Building Official to educate / update BPS staff Florida Building and Education Codes

KWP3 Action Plan #5 - Facilities Design

Root Cause #5:

Countermeasure #5:

Practical Method:

A. Caussade

14-Jan-09

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MANAGE FACILITIESDESIGN

MANAGE FACILITIESDESIGN

A. Caussade

Process Improvement

Document TreeMacro

Process: Process Owner: Document Title:

MACRO DMAIC LITE STORYBOARD

MACRO PCS

MACRO FLOWCHART

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

MACRO KEY IN-PROCESSMEASURES DETERMINATION

SYSTEMS FORM

MACRO DMAIC LITE STORYBOARD

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

KWP9 CLOSEOUT A&ECONTRACT FLOW CHART

KWP9 ACTION PLAN(s)

KWP9COUNTERMEASURE

MATRIX

KWP9 INDICATOR DATA

KWP1 DMAIC LITE STORYBOARD

KWP3 DMAIC LITE STORYBOARD

KWP1 PRIORITY PROCESSSELECTION MATRIX FORM

KWP3 PRIORITY PROCESSSELECTION MATRIX FORM

KWP1 PERFORM PROGRAM

DEVELOPMENT FLOWCHART

KWP3 DEVELOPBID DOCUMENTS

FLOW CHART

KWP1 ACTION PLAN(s) KWP3 ACTION PLAN(s)

KWP1COUNTERMEASURE

MATRIX

KWP3COUNTERMEASURE

MATRIX

KWP1 INDICATOR DATA KWP3 INDICATOR DATA

Note 1: May be required if flow chart has internal work processin addition to individual steps.

Note 1Note 1

Key Work Processes 1 - 9

1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard