7th Caribbean Islands Water Resources Congress Program Management for the PRASA Capital Improvements

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7th Caribbean Islands Water Resources Congress
Program Management for the PRASA Capital
ImprovementsLuis Raúl Jiménez, PEOctober 25,
2007
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Presentation Agenda

• Program Background and Overview
• Contract Management
• Program Management Information System
• Progress Reporting

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About 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

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Program Background
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Program 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

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CIP Filter Plants and Intakes
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CIP Wastewater Treatment Plants
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Program 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

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Program 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

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Special 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

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PMC Boundaries 5 Regions
North Region
Metro Region
West Region
East Region
South Region
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West 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

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Mission 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.

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West Region PMC Organization Chart
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List of Main Program Responsibilities
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Executing 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

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Contract Management
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Contract Management

• Master Agreement with PRASA
• Five Year Contract Renewable each Year
• Task Orders (TOs) define project scope
• Further definition via Requests for Approval
  (RFAs)

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Task Order Flow
Master Agreement
Scope/Fee Definition
Mega TO
RFAs
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Mega Task Order Development
Grand Total Summaries
PRASA Upper Management
Category Summaries
PRASA Middle Management/CPA
Scope/Fee Definition
Project Database
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Program Management Information System
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PMIS 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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• Update project status
• Land Acquisition module
• Permitting module

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Progress Reporting
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How 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

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How 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

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Reporting ToolsMonthly Reports

• Contract Requirement
• Includes
• Top-Ten
• Hit Misses
• Program Schedule
• Management Summary
• Financial Summary
• Construction progress

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Monthly Progress ReportPre-Construction Project
Status
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Monthly Progress ReportConstruction Project
Status
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Reporting Tools- Top Ten Projects Reports

• Executive level report
• PRASA adopted CDMs Top-Ten concept
• Narrative of activities related to the PRASA
  Top-Ten

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Reporting 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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Reporting Tools- Monthly Metrics Meeting
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Reporting Tools- Monthly Metrics Meeting

• September 2 for 0 YTD 3 for 1

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Reporting 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

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Areas of Evaluation

• Planning
• Design
• Land Acquisition
• Permitting
• Procurement
• Construction
• Invoicing
• Change Orders
• Operations
• Metrics Compliance

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Sample Evaluation FormGeneral Form
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Process Evaluation Form - Planning
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Results - Final Results Forms (40) and Metrics
(60)
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Summary

• 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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• Questions?