Honolulu Board of Water Supply Building a Framework to ... · Honolulu Board of Water Supply 2019...

Building a Framework to Optimize CIP Delivery

Honolulu Board of Water Supply

2019 PNWS-AWWA Annual Conference | May 3, 2019

The BWS water system is large, complex, and unique

Prepared to execute Water Master Plan

• Provide organizational capacity (3X increase), 21 miles pipe /yr

More consistent project delivery

• Higher quality projects with more predictable cash flow

BWS is a ‘preferred’ Owner

• Attract top employees, contractors and consultants

BWS desired outcomes for Capital Projects Division

Potential scope of effort …Take time to discover real needs

Aligning with agency / community goals

Forecasting, resources and delivery planning

Delivery oversight and transparency

Tools and systems (bottom-up)

Process mapping and gap identification

Idea to prioritized project and the PDR

KPI’s and demonstrating progress

Communicating and managing change

Delivery: Project v. Planrisk management variance tracking

Project v. Program management

Communication and alignment between agencies

No preconceptions… take time to assess! EXTERNAL: CPD as Service Provider / Receiver

• What are customer perceptions of

CPD?

• What’s working vs. not?

• Who

• All Division Leads and most Assistants

• Executive Team

• Other staff recommended from discussions

above

INTERNAL: CPD Performance as an Organization

• What are staff’s concerns?

• Leadership

• Organization

• Career

• Project

• What's working vs. not?

• Interview all CPD staff members

• Improve the project initiation process –Project Definition Report (PDR)

• Develop CPD workflows and SOPs

• Identify meaningful measures

• Develop staff resources

• Project Management Information System (PMIS) - MANAO• Management, Accountability, Notification,

Administration and Organization

Results of assessment …key needed actions

MoneyResources/Staff

SafetyTime

Scope

Create a common view of project life-cycle and responsibilities

• ~$5 billion

• 1200-1500 projects

• Programmatic / intent (why)

• Project demand

• Financial demand

• Risk identification

• Defendable

• Plan

• ~$800 million

• ~250 new projects

• Project alternatives (what)

• Project demand

• Financial efficacy

• Risk quantification

• Repeatable

• Initiate (prioritize)

• ~$175 million

• ~200 active projects

• Project execution (how)

• Project accountability

• Financial efficiency

• Risk management

• Do

Know the progression, scale the challenges

30-YR CAPITAL PROGRAM6-YR CIP

1-YR Capital Budget

Project A

Project B

Project D

Project C

C A D B

Align requirements for key project “phases”

Development

Mutually define project objectives (scope, schedule, budget)

Setup project record verify business case

Negotiation

Select resources

Finalize contract approvals

Contractor expectations

Execution

Perform work (design and build)

Control costs & change

Engage team

Communications

Closeout

Scope compliance

Budget and schedule effectiveness

Final paperwork

Each project follows the same path

D N E C

Consistent project execution: Workflows into SOPs

Document current

Identify preferred:

leveraging best practice

and org outcomes

Characterize org

changes needed

Introduce better measures… Earned value offers more accurate performance estimates

Brown and Caldwell 11

Co

st

Time Timebehind

Timenow

Budget at completion

Schedulevariance

Costvariance

Earned value = (Budget) x (%

Complete)

Project Engineer

Construction Inspector

Project Engineer


Project Engineer


Project Engineer


Project Engineer


Project Engineer


Project Engineer

Construction

Inspector

Project

Engineer

Construction

Inspector

Project

Engineer

Engineering Support Tech

Construction

Inspector

Project

Engineer

Engineering Support Tech

Construction

Inspector

How do tools fit in? …supporting overall org needs

Organizational Resources

Tools

Project Engineer

Workflows

Project Coordinator


Training and User Manual

MANAO (PMIS)

Standards & SOPs



Construction Engineer

Cost Estimation

Existing

Additions

Helps manage a project

• Manage time

• Manage money

• Manage

communication

• Document

transactions

Manage project documents

What does MANAO do?

MANAO

Project information tracking with task-based schedules

& details

Document management including workflows &

approvals

Project request & private project tracking

Report on CIP and project health

What is MANAO made up of?D

ocu

me

nt

Tra

ck

ing

JD E

dw

ard

s D

ata

Transformed in

Data Model

Visualized in

PowerBI

Pro

ject

Da

ta

Standard

Dashboards

Self Service

Reporting (DYI)

• Microsoft ‘stack’

• Configured to staff

directed workflows

• Fully mobile

• Consistent with BWS

enterprise products

• Internally supported

• On-island expertise

available for extensive

changes

BWS

• Reports

CPD

• Reports

Branch

• Business Process

• Data

• Reports

MANAO focused on the primary objective …the Project!

Project

• Business Process

• Forms

• Data

• Reports

Responsibilities

assisted by

MANAO

• Project control

• Communication log

and project record

• Project

collaboration

• Project performance

• Resource

management

• Resource

prioritization

• Project monitor

• Organizational

management

• Program

performance

• Organizational

performance

• Resource

development

• Financial

management

• Financial

performance

• Resource

development

• Organizational

performance

Actions supported

by MANAO

• Month end reporting

• Ongoing

compilation of

project record

• Prompt critical

milestones and

permits

• Staff collaboration

• Staff resource

forecasts and

Branch workload

• Branch reporting

• Division reporting to

Manager

• Resource needs

and reporting to

other supporting

divisions (HR,

WSO, etc)

• Communicate

Division needs

• Board reports

• Directing other

Divisions

• Cash flow balancing

Contributors to

MANAO data

• Project engineer

• Project coordinator

• Inspector

• Construction

engineer

• Contractor

• Consultant

• Branch heads

• Project coordinator

• None (user only) • None (user only)

MANAO

Home

Project Center

Project Schedule

Project Details

Project Site

Reports My TasksProject Request

Non Board Private Projects

Contractor / Consultant Project Lists*

General Forms

Training

Main Home Page

Project Online Power BI reports All user tasks across

projects

Planning/new

projects

Non Board /

private projects

All projects

filtered by user

HBWS-wide forms Main Home Page

Project schedule

and costs

Detailed project

information

Project documents,

workflows, and permits

MANAO Site Map - https://honolulubws.sharepoint.com/sites/manaopwa * Contractor and Consultant Access

Project Online configured with:

• Enterprise Project Types

• Custom fields and lookups

• Security groups

Subsite configured with:

• PowerApps

• SharePoint designer workflows

• Security groups

Page configured with

content query web parts

Subsite created from a template for each project configured with:

• Reusable SharePoint designer workflows

• All list and libraries are in a content type defined at the top level

• Has its own security groups and syncs with the project security groups

MANAO: project-centered tool supporting efficient project delivery and consistent reporting

SITE MAP

Project Center - start with schedule and tasks

Project Site: standardize project record and document control

…Leads to better project reporting


Progression for success


• Assess organization

• Align outcomes

• Develop workflows

• Establish standards

• Forecast resources

• Isolate organizational changes

• Create supporting tools


AcknowledgementsJason Takaki

Administrator Capital Projects Division

Ellen Kitamura Deputy Manager and Chief Engineer

Ernest Lau Manager and Chief Engineer

…and most importantly

Staff at Honolulu Board of Water Supply

Honolulu Board of Water Supply Building a Framework to ... · Honolulu Board of Water Supply 2019...

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