project management by ted kyle

Project Managementby Ted Kyle

Public Works

Leadership Skills

Why Use Project Management

• Project characteristics

Function or Project

• Ongoing - Never ends• Repetitive• Never shuts down• Multiple similar

products• Strive for consistency

• Begins and end• Done only once• Operated when done• Unique one-of-a-kind

product• New creative ideas

used

FunctionFunction ProjectProject

The Players

City CouncilNeighborhood Assoc.

Other Depts.Little League

Stakeholders

Project Staff

WANTERS

DOERS

PM

Your BossOther Dept Staff Other Agencies

Getting the Right Start

• The right project manager

• Project initiation report

Selecting the Project Manager

• Skills needed

• Understand the project fundamentals

• Know what they are buying

• Willing to let others decide

• Able to define roles

• Able to get the decision made

Project Initiation

• Use a written project initiation report– Project problem statement– Project goals– Project constraints and opportunities

• Budget – schedule – function• Other needs or partners

– Project participants• Staff • Citizens

The Director’s Role

• Outline the objectives

• Monitor progress without interfering

• Connect the project to the stakeholders

• Plan ahead – Anticipate road blocks– Hold the contingency plan

• Money, Resources, or Action

Ability to Change

0

20

40

60

80

100

120

0 11

Bid Day

Final Design Starts

Substantially Complete

Major Check Points

• At the kick-off meeting

• After Preliminary – Conceptual design

• Before advertisement for bid

• After bids are received

• During construction

• At startup

• At acceptance

Keeping Out of Trouble

• Change

• Change notice

• How change occurs

• Look to the future

The Law – ORS 279

• Local Contract Review Boards

• Oregon Standard Specifications

• ORS 279 Rewrite– Alternative Procurement– Negotiated Small Projects

Citizen Involvement on Projects

• Don’t ask questions if you don’t want the answers.

• Explain what citizen can and cannot impact.

• Always get back to them.

• Always do what you say.

• Citizens are the boss.

Outlining the Process for Stakeholders

Design

Predesign

Bid

Construction

Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Decision

Decision

Getting Help

• Why use consultants?– Need knowledge or skills– Staff too busy

How to Hire Consultants

• Use qualification based selection

• Why?

• There is nothing more expensive

than cheap engineering!

Success or Failure

• On time – under budget – it works

• Are there others?– Minority business utilization– Ability to extend service– Other departments supportive