Printed on: 02/07/2015
PROJECT MANAGEMENT GUIDE
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number:
XXXXXX
Project :
Name / Type / Location or Other Descriptors
Project Sponsor:
City Project Manager:
City Division and Section
Name of Overall (Design) Project Manager
Consultant Firm Name:
Consultant Project Manager:
Consultant Project Number:
NDOR Project Numbers:
Consultant Firm or City Section doing design
Consultant PM or City Section designer
Consultant Firm Internal Reference Number
NDOR Reference and Control Number
Table Of Contents:
* Project Objectives / Goals / Critical Success Factors (CSFs)
* Project Schedule, Work Breakdown Structure (WBS)
* Project Funding Sources and Cost Estimate Spreadsheet
* Project Team Roles and Responsibilities
* Communication Plan
* Document Distribution
* Quality Control Plan
* Risk Management Plan
* Action Items / Decision Log
* Project Decision Summation Form
* Project Change Request Form
File is: 259680887.xls
File Tab: Content
Printed on: 02/07/2015
Project Objectives and Goals with the Critical Success Factors De
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
City of Lincoln, Nebraska
NDOR Project Numbers: NDOR Reference and Control Number
Consultant Project Number: Consultant Firm Internal Reference Number
Consultant Firm Name: Consultant Firm or City Section doing design
Consultant Project Manager: Consultant PM or City Section designer
Project Purpose / Objectives / Vision / Justification / Scope / Constraints
Consider the following: Purpose and Objectives -- What are the primary objectives to be achieved? -- What is this project about? -- Why is this project
being done? -- Why is this project important? -- What is this project trying to be accomplished? -- What is going to happen on this project -- Include any
historical background or references. Vision and Justification -- Detail the benefits to be realized -- State what is expected to be achieved as a result of
implementing this project -- Include the need the project will address and if applicable, tie it to the organization's mission statement -- Who are the
stakeholders? -- Talk about the "What's in it for me" that the stakeholders will be looking for -- Include any historical background or references. Scope and
Constraints -- Define what is or is not included in the project.-- State specifically what work will and will not be done -- Briefly mention any major
constraints-- Include any historical background or references -- What will be the final project or deliverables? -- Deliverables are the "Must Have"
products, They are measurable, tangible, verifiable outcomes, results or items that will be produced. -- The project is a failure if the deliverables are not
produced. -- Briefly describe any suppositions or beliefs about the project relateded to resources, scope, expectations, schedules, etc. that for planning
purposes will be considered to be true, real, or certain. Briefly describe any limitations or exceptions under which the project must be conducted. Include
time, money, resource availability, skill levels, and any physical, political, or environmental constraints
BASIC MINIMUM GOALS
Goals
Expectation
Assumption
Adherence to
budget
Stay within +15% of original estimate
Very little or no change in project scope
Faithfulness to
Schedule
Stay within +10% of original time frame
Very few or no unexpected delays outside of teams control
Good Team
Relationship
Communication is open, honest, and free flowing. Decisions are Team members will go to the one they have issue with and will
made in a timely manner, with proper input.
work through appropriate contacts
High Quality
Results
Project properly documented, Clear, concise construction plans
and documents
Appropriate Level
of Public
Involvement
Public acceptable of the project process will be obtained through Public will be *pick one of the following* (informed, consulted,
communication of vision, project progress, and public consent
involved, collaborated, or empowered)
Adequate Budget and Time is allow for on this project.
Others as needed
Critical Success Factors
Performance Measures
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File is: 259680887.xls
File Tab: 1 Goals
Project Milestones and Work Breakdown Structure
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
Consultant Firm Name: Consultant Firm or City Section doing design
Consultant Project Manager: Consultant PM or City Section designer
Consultant Project Number: Consultant Firm Internal Reference Number
NDOR Project Numbers: NDOR Reference and Control Number
Original Est. by Someone on 10/15/2005
Last Updated by The Project Manager on 04/12/07
# Project Milestone / Work Eleme Task Lead Date Budget %CompleteEarned Value($)
1
$
2
$
3
$
4
$
5
$
6
$
7
$
8
$
9
$
10
$
11
$
12
$
13
$
14
$
15
$
16
$
17
$
18
$
19
$
20
$
21
$
22
$
23
$
24
$
25
$
Totals
$ $
Expended to date plus accruals $
Budget status $ [over or (under)]
$
-
Printed on: 02/07/2015
Project Funding and Cost Estimate
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City of Lincoln, Nebraska
NDOR Project Numbers: NDOR Reference and Control Number
Consultant Project Number: Consultant Firm Internal Reference Number
Consultant Firm Name: Consultant Firm or City Section doing design
City Project Manager: Name of Overall (Design) Project Manager
Original Cost Estimate
$2,000,000
Last Updated on:
March 1, 2007
Consultant Project Manager: Consultant PM or City Section designer
Original Est. by An Estimator on 10/15/2005
Last Updated by A Project Manager
Total Project Funding
Types of Funds
Example - State
Example - Street Construction CIP FY XX-XX
Example - Street Light Reimbursement
Example - Urban Development Reimbursement
Example - Private Developer Funding
Funds
Comments
$285,220 Anticipated funding. Revised DR-73 submitted week of 08/21/06
$889,000
$229,508
$750,000 Will bill as payments are made
$50,000 Will need to reimburse when project is complete
Total Project Funding =
$2,203,728
Expense Categories
Estimated Preliminary Engineering
Estimated Right Of Way Acquisition
Estimated Utility Relocates (paid by the project)
Estimate LES Relocates (paid by the project)
Estimate City Supplied Items
Estimated Construction Cost
Estimated CE
Total Project Cost =
Costs
$300,000
$200,000
$115,000
$20,000
$125,000
$1,225,000
$183,750
$2,168,750
Current Funding =
Current Project Estimated Cost =
Current Funding Status =
$2,203,728
$2,168,750
$34,978
Original Estimate + Original Estimate of Scope Changes
Current Estimate
% Difference
$2,075,000
$2,168,750
4.52%
Total Project Costs
File is: 259680887.xls
Funding Pot #1
$255,000
$200,000
$50,000
$15,000
$125,000
$750,000
$112,500
$1,507,500
Funding Pot #2
Comments
$45,000
$65,000
$5,000
Billing will come at end of project
$475,000 Construction Estimate is OR is not inflated
$71,250
$661,250 Total Project either is OR is not Inflated
Current Estimate used construction costs from
Future Year Construction assumed
Inflation Percentage Increase Per Year =
2006
2007
3.0%
$75,000 Changes effecting budget
$150,000 Added Left Turn Lane
-$75,000 Removed Landscaping
File Tab: 3 Fund
Printed on: 02/07/2015
Project Team Roles and Responsibilities
Public Works and Utilities Department
City Project Number:
Project :
Project Sponsor:
City Project Manager:
City of Lincoln, Nebraska
XXXXXX
Name / Type / Location or Other Descriptors
City Division and Section
Name of Overall (Design) Project Manager
Consultant Firm Name:
Consultant Project Manager:
Consultant Project Number:
NDOR Project Numbers:
Consultant Firm or City Section doing design
Consultant PM or City Section designer
Consultant Firm Internal Reference Number
NDOR Reference and Control Number
Project Team Roles and Responsibilities
Name
1
Thomas Shafer
Init.
Role / Title
TSS Section Manager
Division / Section / Firm
PWU -- Engineering Services
-- Design / Construction
Phone #
402-441-7837
Email @ Address
tshafer @ lincoln.ne.gov
10
11
12
13
14
15
16
17
18
19
20
@
File is : 259680887.xls
Responsibilities
File Tab: 4 Roles
Printed on: 02/07/2015
Communication Plan
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
Consultant Firm Name:
Consultant Project Manager:
Consultant Project Number:
NDOR Project Numbers:
Consultant Firm or City Section doing design
Consultant PM or City Section designer
Consultant Firm Internal Reference Number
NDOR Reference and Control Number
Communication Plan
Communication Element
File is : 259680887.xls
Participants
Frequency
Media/Setting
File Tab: 5 Comm
Printed on: 02/07/2015
Document Distribution
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
City of Lincoln, Nebraska
Consultant Firm Name: Consultant Firm or City Section doing design
Consultant Project Manager: Consultant PM or City Section designer
Consultant Project Number: Consultant Firm Internal Reference Number
NDOR Project Numbers: NDOR Reference and Control Number
X = Yes; App. = As applicable; Elec.= Electronic Distribution Only; HC = Hard Copy Only; Web = Notification of being posted to website
Document Distribution
Document
File is: 259680887.xls
Recipient Initials
-
File Tab: 6 Distr
Printed on: 02/07/2015
Quality Control Plan
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
Consultant Firm Name:
Consultant Project Manager:
Consultant Project Number:
NDOR Project Numbers:
Quality Control Element
File is : 259680887.xls
Consultant Firm or City Section doing design
Consultant PM or City Section designer
Consultant Firm Internal Reference Number
NDOR Reference and Control Number
Responsible Party
Target Date
Completion Date
File Tab: 7 QC
Printed on: 02/07/2015
Risk Management Plan (Predictable Surprises)
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
Consultant Firm Name:
Consultant Project Manager:
Consultant Project Number:
NDOR Project Numbers:
Consultant Firm or City Section doing design
Consultant PM or City Section designer
Consultant Firm Internal Reference Number
NDOR Reference and Control Number
Risk Management Plan (Planning for Predictable Surprises)
Potential Issues
What is the potential risk factor?
File is : 259680887.xls
Prevention Measures
What are we going to do about it?
Status
What is the current status?
File Tab: 8 Risk
Printed on: 02/07/2015
Action Items / Decision Log
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
City of Lincoln, Nebraska
Consultant Firm Name: Consultant Firm or City Section doing design
Consultant Project Manager: Consultant PM or City Section designer
Consultant Project Number: Consultant Firm Internal Reference Number
NDOR Project Numbers: NDOR Reference and Control Number
Action Items / Decision Log
Item #
Date Initiated
Date Closed
Due Date & Description
Responsibility
Concrete, very specific description of what needs done and by
when
1
01/01/06
12/31/09
* See below
Status / Resolution
Place to put notes, if needed, to reflect any
interim progress, issues, status,
rescheduling reasons for the action. This
column can be a good communication tool
for action items in progress or to note when
complete
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
File is : 259680887.xls
File Tab: 9 Log
Project Decision Summation Form
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
Consultant Firm Name:
Consultant Project Manager:
Consultant Project Number:
NDOR Project Numbers:
Consultant Firm or City Section doing design
Consultant PM or City Section designer
Consultant Firm Internal Reference Number
NDOR Reference and Control Number
Project Decision Summation
___ Check here is supplemental information is available, gathered, documented, or needed
List of other Key Decision Documents:
Key Project Issue:
Background Information / Discussion Points / Considerations taken / Impacts:
Options / Alternatives Reviewed
PM recommended option(s)
Consulted with (Division/Section) - Name
Authorization to proceed with option/alternative:
(Name - Signature)
(Date)
(Name - Signature)
(Date)
Project Change Request Form
City of Lincoln, Nebraska
Public Works and Utilities Department
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
City Project Manager: Name of Overall (Design) Project Manager
Consultant Firm Name: Consultant Firm or City Section doing design
Consultant Project Manager: Consultant PM or City Section designer
Consultant Project Number: Consultant Firm Internal Reference Number
NDOR Project Numbers: NDOR Reference and Control Number
Project Change Request Form
(insert proposed contract language to be changed and/or added in this area)
Description of and Reason for Change:
___ Check here if Decision Form is reason.
Impact To:
Project Budget:
Schedule:
Quality :
Other :
Individuals Endorsing Change:
x
(project sponsor representative)
(signature)
x
(name)
(signature)
x
(name)
(signature)
x
(name)
(signature)
x
(name)
(signature)
Authorization to Proceed With Change:
___ YES
(Firm Signature)
(City Signature)
Date:
259680887.xls 02/07/2015
___ NO
Date:
11 Change
12/14
Project Goals with Critical Success Factors Defined
City Project Number:
Project :
Project Sponsor:
City Project Manager:
XXXXXX
Name / Type / Location or Other Descriptors
City Division and Section
Name of Overall (Design) Project Manager
Consultant Project Number:
Consultant Firm Name:
Consultant Project Manager:
NDOR Project Numbers:
Consultant Firm Internal Reference Number
Consultant Firm or City Section doing design
Consultant PM or City Section designer
NDOR Reference and Control Number
BASIC MINIMUM GOALS
Goals
Expectation
Assumption
Adherence to
budget
Stay within +15% of original estimate
Very little or no change in project scope
Faithfulness to
Schedule
Stay within +10% of original time frame
Very few or no unexpected delays outside of
teams control
Good Team
Relationship
High Quality
Results
Communication is open, honest, and free flowing. Decisions are Team members will go to the one they have
made in a timely manner, with proper input.
issue with and will work through
appropriate contacts
Project properly documented, Clear, concise construction plans Adequate Budget and Time is allow for on
and documents
this project.
Appropriate Level
of Public
Involvement
Others as needed
Public acceptable of the project process will be obtained through Public will be *pick one of the following*
communication of vision, project progress, and public consent
(informed, consulted, involved,
collaborated, or empowered)
0
0
#REF! #REF!
#REF!
Critical Success Factors
Performance Measures
1 #VALUE!
metric: #VALUE!
2 #VALUE!
metric: #VALUE!
3 #VALUE!
metric: #VALUE!
4 #VALUE!
metric: #VALUE!
5 #VALUE!
metric: #VALUE!
6 #VALUE!
metric: #VALUE!
7 #VALUE!
metric: #VALUE!
8 #VALUE!
metric: #VALUE!
9 #VALUE!
metric: #VALUE!
Individuals Endorsing Goals and Critical Success Factors:
x
(name)
(signature)
(date)
x
(name)
(signature)
(date)
x
(name)
(signature)
(date)
x
(name)
(signature)
(date)
x
(name)
259680887.xls
(signature)
02/07/2015
(date)
13/14
Project Funding and Cost Estimate
City Project Number: XXXXXX
Project : Name / Type / Location or Other Descriptors
Project Sponsor: City Division and Section
NDOR Project Numbers: NDOR Reference and Control Number
Consultant Project Number: Consultant Firm Internal Reference Number
Consultant Firm Name: Consultant Firm or City Section doing design
City Project Manager: Name of Overall (Design) Project Manager
Last Updated on:
Consultant Project Manager: Consultant PM or City Section designer
March 1, 2007
Total Project Funding
Types of Funds
Example - Federal
Example - State
Example - Street Construction CIP FY XX-XX
Example - Street Light Reimbursement
Example - Urban Development Reimbursement
Example - Private Developer Funding
Total Project Funding =
Total Federal Project dollars =
Funds
Comments
$380,214
$85,220
$119,786 Anticipated funding. Revised DR-73 submitted week of 08/21/06
$189,508
$600,000
$50,000 Can't transfer now (08/06). Will need to wait about 6 months See Singh e-mail via Thomas 08/16/06
$1,424,728
Total Project Costs
Construction Costs for year
Estimated PE
Estimated ROW
Estimated Utility Relocates
Estimate LES Relocates
Estimate City Supplied Items
Estimated Construction Cost
Estimated CE
Total Project Cost =
Total Project Cost Inflated =
(If negative then additional funding is needed) =
Current Federal Funding =
Eligible Project Federal Funding =
Potential Increase in Federal Funding =
file:///var/www/apps/conversion/tmp/scratch_1/259680887.xls
2006 Fed. Funding Federal Funding Eligible (80%)
$385,000
$
No
$0
No
$
$0
Yes
$
$0
$
$125,000
Yes
$
100,000.00
$1,075,000
Yes
$
860,000.00
$80,000
$
64,000.00
Yes
$1,665,000
$
1,024,000.00
$1,739,925
-$315,197
Future Year Construction =
Inflation Percentage Increase Per Year =
$0
$1,024,000
$1,024,000
Local Funding State Funding Comments
$ 347,306.50 $ 37,693.50 (Max. eligible State funding per agreement)
$
$
$
$
$
$
167,473.50
16,000.00
530,780.00
$ 47,526.50 (Max. eligible State funding per agreement)
(State max in construction cost)
$ 85,220.00
2007
4.5%
02/07/2015
