Project Management Best PracticesJason VolzNebraska Department of Roads

Construction Division

Project Management Best Practices

Overview: Team of NDOR employees assemble in 2012 with two goals:

1. Develop a one-day conference to prepare new and potential Highway Project Manger for their roles and responsibilities.

2. Create a reference manual that shares best practices and lessons learned by experienced PMs

Deadline: Fall 2012

Background: Why?

Construction Manual, Specifications, and other technical resources.

On the job experience, trial and error

Experienced PMs mentor new PMs

Traditionally, PMs learned the job several ways…

Background: Experienced PMs

Great way for new PMs to learn, especially if they have a great mentor

But, it has some shortcomings: Not every new PM has access to a good mentor Doesn’t address need for consistency across the state When PMs retire, they take knowledge with them

How it Began: Prior to the Team NDOR and AGC leaders met to discuss how we could work together to

further develop leaders on both sides and facilitate more successful projects.

Both sides identified leadership traits. The lists looked the same… good communication, consistent,

understanding, reasonableness, and the list went on…

Desire uniformity and established expectations: CONSISTENCY

How it Began: PM Best Practices Team

Team Members:

Micky Jacobs, District 2

Amy Starr, Program Management

Devin Townsend, M&R

Drew Wilson, District 7

Rachelle Van Cleave, HR

Jason Volz, Construction

Doug Hoevet, District 5

How it Began: Brainstorming Hosted Brainstorming sessions with PM Advisory Board PM Advisory Board made up of most experienced PMs from each

District

PM Advisory Board:

Average 38 years at NDOR and 17 years as a PM

PM Best Practices: Reference Manual

PM Reference Guide - Overview Introduction: What Project Management means.

Section 1: Pre-Construction

Section 2: Active Project

Section 3: Post-Construction

Appendices

Each Main Section is divided into 3 parts: Administration Field Operations Materials Management

PM Reference Guide

Formatted as a checklist with Best Practice tips and Examples.

Examples are Actual Examples from Real Projects.

Best practice tips came directly from our group of expert advisors.

PM Reference Guide: Introduction

Discusses the Role and Responsibility of a Project Manager.

Discusses the importance of communication relating to projects.

PM Reference Guide : Section 1Preconstruction

Administration: Organizing and holding a pre-construction conference, reviewing the project, correspondence

Field Operations: Coordinating survey work, notifying the public

Materials Management: Distribute Materials Required Document List (MRDL), Confirm required qualifications and certifications.

PM Reference Guide : Section 2Active Construction

Administrative: Contract management, record Keeping

Field Operations: Verify traffic control plan (and what to do in case of an accident), Verify the project is being constructed properly, measured correctly and paid promptly.

Materials Management: Verify the necessary samples are taken and are compliant.

PM Reference Guide : Section 3Post Construction

Administration: Verify calculations, quantities, etc. in accordance with the Final Review Manual.

Field Operations: Observation periods, punch list, project handoff.

Material Management: Provide any remaining material documentation.

PM Reference Guide : Appendices

OUR GOAL WAS TO MAKE A USER FRIENDLY AND LIVING DOCUMENT TO BE USED EVERYDAY

Examples include: Letters and other correspondence. Completed DR Forms (Work orders, Force Account statements) Useful Forms, Memos, Meeting agendas, etc.

PM Reference Guide : Appendices

Best Practice Exchange November 8, 2012, NDOR hosted a PM Best Practice Exchange

for including newer PMs and potential PMs

Best Practice ExchangeOverview of the Reference Guide

Communication

Project Level Contract Administration

Field Operation

Materials Management

Project and Contract Closeout

HR- Highlights of Available Training

Project Manager Resource website

PDF Manual Training Links Video Links Reference Links

www.dor.state.ne.us/project-managers/

PM Best Practices: 2013

Hosted 2 additional brainstorming sessions with a new group of PMs

Updated and expanded the manual

PM Best Practices 2014 and Beyond

Host another Best Practices Exchange in the Fall of 2014

Update the appendix with the most current letters and examples

Update the manual as policies, best practices and requirements warrant.

Provide fresh content for the PM Resource website

www.dor.state.ne.us/project-managers/