Title: 7th Caribbean Islands Water Resources Congress Program Management for the PRASA Capital Improvements
17th Caribbean Islands Water Resources Congress
Program Management for the PRASA Capital
ImprovementsLuis Raúl Jiménez, PEOctober 25,
2007
2Presentation Agenda
- Program Background and Overview
- Contract Management
- Program Management Information System
- Progress Reporting
3About CDM
- Recognized worldwide for consulting, engineering,
construction and operations services - Works in international markets with successful
projects around the world - Services a public and private clientele
- Water Resources Management
- Environmental Management
- Solid Waste
- Management Consulting
- Construction
4Program Background
5Program Background Who is PRASA?
- Puerto Rico Aqueduct and Sewer Authority (PRASA)
One of the largest public utilities - Approximately 6,000 employees and one million
customers - Capital Improvements Program implemented in 2005
- Majority of work contracted to Program Management
Consortiums (PMCs) - About 250 projects on-going island-wide
- Island-wide coverage difficult topography
- 60 Water Treatment Plants
- 70 Wastewater Treatment Plants
- 150 Pump Stations
6CIP Filter Plants and Intakes
7CIP Wastewater Treatment Plants
8Program Background Need for the Capital
Improvements Program
- Meet Compliance Requirements
- Puerto Rico Department of Health (DOH)
- Environmental Protection Agency (EPA)
- Cover areas with deficient service
- Satisfy Increasing Demand
- Transform PRASA into a World Class Utility
- Plan for Future Needs
- 2010 Central American Caribbean Games in
Mayagüez
9Program Background Conception of the PMCs
- Conceived by PRASA Infrastructure Division in
2004 to be the PRASA implementation vehicle for
the Capital Improvements Program - Encompasses all disciplines
- PMCs serve as PRASA Extension
- Selected based on Technical and Management
Excellence
10Special Features of the Program
- 1.2 billion islandwide
- PMC boundaries match the five PRASA Operational
Regions - Complete responsibility for project delivery from
planning to operation
11PMC Boundaries 5 Regions
North Region
Metro Region
West Region
East Region
South Region
12West Region Program Overview Operation
Highlights
- Responsible for Program Management of a 450
Million Capital Improvements Program in the West
Region of Puerto Rico, 5 year implementation - 6 WTPs
- 5 WWTPs
- 23 Pump Stations
- 75 Miles of pipeline
-
- Core team, working with key partners
- CDM Inc.
- Puerto Rico-based subcontractors
- UNIPRO
- RER Environmental
- PROREL
- AG Environmental
- Various designers
- Various inspection firms
13Mission Statement
- The West Region PMC is committed to deliver
timely, cost-effective, and sustainable solutions
for the water and wastewater needs of the West
Region of Puerto Rico. - In partnership with PRASA, the PMC will act as
steward of the West Region and interact
proactively with all stakeholders to meet PRASAs
goals and objectives.
14West Region PMC Organization Chart
15List of Main Program Responsibilities
16Executing the PlanOffice Locations
- San Juan Office
- Staff 17
- Program Management
- Planning
- Design
- Land Acquisition
- Permitting
- Mayagüez Office
- Staff 9
- Construction
- Construction Support
- Post-Construction
- Project Closing
17Contract Management
18Contract Management
- Master Agreement with PRASA
- Five Year Contract Renewable each Year
- Task Orders (TOs) define project scope
- Further definition via Requests for Approval
(RFAs)
19Task Order Flow
Master Agreement
Scope/Fee Definition
Mega TO
RFAs
20Mega Task Order Development
Grand Total Summaries
PRASA Upper Management
Category Summaries
PRASA Middle Management/CPA
Scope/Fee Definition
Project Database
21Program Management Information System
22PMIS Overview
- Web based system developed by PRASA
- Access is region-specific for the PMCs and
island-wide for PRASA - Repository of Project Documentation, it is not a
Document Control System - Project Status Module, which includes
- Project/Contract information
- Live updates
- Metrics Component
- Reporting Capability
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24Name your extracted file
Select from all these data
More data when you scroll down
You can filter your data
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26- Update project status
- Land Acquisition module
- Permitting module
27Progress Reporting
28How does PRASA measure PMC Performance?- The
Parameters
- PRASA focus is delivery on time
- Location, Location, Location for Real Estate
- Schedule, Schedule, Schedule for PRASA
- Metrics Gaps analysis for delivery (Schedule)
- Bids (Bid Announcement Date)
- NTP (During the preconstruction meeting the NTP
is set and an official follow-up letter is sent
to start the construction clock) - Start-up / substantial completion (Date set as
of days after NTP) - Task order negotiated with a delivery component
- Continuous measurement feedback
29How does PRASA measure PMC Performance?-
Reporting Tools
- Bi-weekly meetings with Regional Director
- Monthly Progress Reports
- Monthly Meetings on Program Metrics
- Monthly Top Ten Projects Report
- 180-day Performance Review Scorecard
- Annual Report
- Continued Feedback Meetings
30Reporting ToolsMonthly Reports
- Contract Requirement
- Includes
- Top-Ten
- Hit Misses
- Program Schedule
- Management Summary
- Financial Summary
- Construction progress
31Monthly Progress ReportPre-Construction Project
Status
32Monthly Progress ReportConstruction Project
Status
33Reporting Tools- Top Ten Projects Reports
- Executive level report
- PRASA adopted CDMs Top-Ten concept
- Narrative of activities related to the PRASA
Top-Ten
34Reporting Tools- Monthly Metrics Meeting
- Goal
- Deliver a good understanding of the state of the
Program in 45 minutes - Objectives
- Create a tool and environment where a message can
be delivered to PRASA - Present PRASA metrics and gaps (Tracking Tool)
- Deliver a report on the program progress
- Talk about the good things and the not so good
things
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36Reporting Tools- Monthly Metrics Meeting
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38Reporting Tools- Monthly Metrics Meeting
- September 2 for 0 YTD 3 for 1
39Reporting Tools- 180-day Review (Scorecard)
- PRASA conducts a Performance Evaluation every 180
days of the Contract for each of the Five
Regions.This Performance Evaluation includes - 40 Processes - Performance evaluation of all
regions in the following areas Planning,
Permitting, Design, Land Acquisition,
Bid/Procurement, Change Orders, Invoicing,
Compliance and Operations - 60 Metrics - Evaluation of achievement of
project metrics goals - PRASA Management and Operations personnel
participate in the evaluation process
40Areas of Evaluation
- Planning
- Design
- Land Acquisition
- Permitting
- Procurement
- Construction
- Invoicing
- Change Orders
- Operations
- Metrics Compliance
40
60
41Sample Evaluation FormGeneral Form
42Process Evaluation Form - Planning
43Results - Final Results Forms (40) and Metrics
(60)
44Summary
- PRASA is completing a transformation into a
world-class utility - The PMC program has demonstrated to be a
successful vehicle for the implementation of a
large Capital Improvements Program - The use of several Program Managers has been a
key factor in successful Program execution - The competition aspect of the Program results in
a continuous need for the PMCs to improve and
perform - Progress Reporting Communications are essential
components of the Program - Program progress
- PMC performance
- Communications
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