Coordinating with Project Manager Cindy Kowalski Shell PMP

Coordinating with Project Manager Cindy (Kowalski) Shell, PMP Utility Coordinator, Parsons May 2015

Objective n n Consider three non-technical skills (soft) for coordinating with the Project Manager (PM) that can help make the project a success. Discuss the Utility Risk Report and Project Funding to give an understanding of how these tools are used by the Utility Coordinator (UC) and PM to ensure project success.

Agenda n n n n Effective communication Organization “On-Point” attitude Coordinating with others Utility Risk Reports Project funding Conclusion

Effective Communication n PM is your customer n Stay in contact: E-mail n Phone n Meetings n n Ask questions Clarify to confirm expectations Be responsive

Organization n A multi-tasking requirement n n n E-mails Files Documentation To-do Lists Status reports

On-Point Attitude n n n n Customer Focused Positive Solutions Minded Responsiveness Follow Through Timely Ready to resolve office or field situations

Coordinating with Others n Not Just the Project Manager… n n Utility company representatives INDOT Utility Oversight Agent Consultants Contractor “Everyone Knows where everyone goes”

Utility Risk Report Project Information Goals Risk Evaluation Critical Right-of-Way Parcels Funding by FY

PM Goals for Utility Coordination n n Meet with PM Example Goals: n n Have all utilities relocated ahead of construction Transmission Poles ordered by x date Use SUE data to avoid relocation of fiber optics Other

Risk Evaluation n Step 1: Risk Identification n List factors that could adversely impact the project schedule or budget Be Specific – what could go wrong…name the utility and the problem Examples: Duke Material Acquisition/Delay (i. e. steel poles) n AT&T Work Plans not approved n Time Warner representative unresponsive n

Risk Evaluation n Step 2: Risk Mitigation Strategy n n For each risk identified, develop one or two strategies to eliminate or minimize the risk. Examples n n n Let the project with a Utility Impact Note re: Duke Keep reminding AT&T that the Work Plan is due Send letter to Time Warner Accelerate a parcel for right-of-way acquisition Develop design exception Change MOT

Risk Evaluation n Step 3: Tactics n n For each strategy, list specific action items (tactics) that can implement the strategy Examples (i. e. who, what, when): UC will obtain schedule from Duke, Lee Nicholson by x date. n UC will submit impact note to PM by x date n UC will send a letter to ATT Craig Adams, and then follow up weekly by e-mail or phone call n UC will draft letter to Forrest & Time Warner by x date – INDOT Utility Oversight Agent to sign n Escalate to Director if not resolved by x date n

Risk Evaluation Summary n n n Step 1: Identify Risk Step 2: Develop 1 or 2 Strategies to eliminate or mitigate the risk Step 3: Assign Action Items to implement strategies

Funding by Fiscal Year n n n INDOT Fiscal Year: July – June FHWA Fiscal Year: October – September Utility relocation work typically overlaps one or more calendar years n n n Coordinate with utility representatives Estimate reimbursements Calculate the funds needed by FY Communicate with PM Follow up as needed Need help? Contact the Utility Oversight Agent

Conclusion Effective Communication Organization On-Point Attitude Project Success Solves Problems Utility Risk Evaluation Coordinating with PM Funding by FY Utility Adjustments On time and Within Budget