Description
Administer the Primavera project scheduling system (with upgrade to P3e version), including update existing projects, input new projects, maintain historical project data, provide project information, and provide user support in operation of the system on an ongoing basis. This also includes facilitation of monthly project status update meetings, management of resource pool data, incorporation of actual time charged to activities from time and attendance records, update or modify report structures for the system output, maintain and update the CFLHD P3 Procedures Manual, regularly assess the system operation and implement process improvements that are desired by the users, and provide technical guidance and assistance to the users in operation of the system. It is estimated that the work will initially require between 150 and 250 hours per month, with an average of approximately 200 work hours per month (excluding holidays, leave, training, etc.). The work will be accomplished by the key P3 system administrator and/or other personnel, with the majority of the work, not less than 130 hours per month, required to be performed onsite at the CFLHD office. The number of personnel, and/or hours per month required may change in the future, depending on the extent of services needed by CFLHD to fully accomplish the tasks listed below. Description of Work The following tasks generally describe the work: 1. Regularly update the existing project schedule and resource database. Project updates are currently done on a monthly cycle; however this activity may be done in the future on a biweekly or possibly 3-week cycle if the update process could be performed much more efficiently, e.g. with the planned P3e upgrade. Although the capability exists for the system users to input project data directly, this procedure is not currently utilized. The data for the regular update will be retrieved from the CFLHD eight Project Managers and approximately twenty functional managers and sub-team leaders. The project scheduling system may be expanded in the future to include additional construction and technology transfer activities with increased number of activities, resources and users involved in each project. With planned upgrade of the system to P3e the effort for this task may possibly be done more frequently, or reduced and redirected to the other tasks. The goal of this task is to keep all system information current, accurate and meaningful, yet minimize the time and effort required from the users to do so. 2. Input new projects into the system. Maintain, update and utilize approximately five standard templates for creation of new projects. Assign either generic resources or specific resources that may be identified. Establish initial schedules, check and verify logical sequence of activities, and modify as necessary to meet the project objectives using information and feedback from the Project Manager and functional team leaders. The project scope of activities and schedule is typically described in an interagency project agreement. The goal of this task is to continuously improve the process for entering new projects for the users, and capture their input as efficiently as possible, to correctly model the proposed project development process. 3. Maintain the completed project historical database. As projects are completed maintain them in an inactive status such that historic information can be readily retrieved for comparison with similar proposed projects, track historical trends, resource utilization, activity durations, etc. 4. Facilitate monthly P3 project status meetings. In preparation for the status meetings, identify activities and schedule or resource issues that may be of concern. Assist the users group by facilitating their discussion and resolution of project delivery activities and issues pertaining to project delivery schedules, resources, and activity interrelationships that are modeled in the system. Project delivery issues that are not directly related to P3 will be resolved through CFLHD?s own leadership. 5. Incorporate employee time and attendance records into the P3 system to capture resource hours applied to project activities. 6. Update or modify the output report structures that summarize and present project information, multi-project data summaries, and historic data for analysis of individual projects, groups of projects, and the entire project delivery program. The report structures are customized for various types of users and management levels. With the planned implementation of P3e, simplified reporting structures may be available to the users, and some of the effort involved in this task may be reduced in the future and possibly redirected to the other tasks. 7. Develop, maintain and update performance measurements that are tracked using the P3 database, such as periodic comparison of baseline projections versus actual activity completion dates, durations, resource utilization, and other indicators. CFLHD currently measures performance indicators on a quarterly basis. 8. Maintain and update the CFLHD P3 Procedures Manual. Document all input and output reporting processes. Perform short term and long term backups of the P3 database 9. Regularly assess the system operation and identify process improvements that would be of value to CFLHD, or implement process improvements that are desired by the users. 10. Provide technical guidance, informal training, and general assistance to the users in operation of the system, as requested. REQUIREMENTS: To request a copy of the SOW, please contact Ms. Kathy Mooney at (303) 716-2289 or Ms. Brenda McGehee at (303) 716-2080. The SOW will be available October 23, 2002. All responsible sources may submit an offer which will be considered. Proposals are due no later than 4:30 PM, Friday, November 22, 2002. Mail offers to the Federal Highway Administration, Central Federal Lands, ATTN: Kathy Mooney, 555 Zang Street, Room 259, Lakewood, CO 80228. For Technical questions regarding the SOW requirements, contact Mr. Mark Taylor at (303) 716-2124. For Contract Administration questions, contact Ms. Mooney or Ms. McGehee at the phone numbers listed above.