Starting Smart Key Practices for Developing Scopes of Work for Facility Projects (2003) / Chapter Skim
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4. Federal Agency Practices
4. Federal Agency Practices
Pages 27-40
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From page 27... ...
National Aeronautics and Space Administration (NASA) Naval Facilities Engineering Command (NAVFAC)
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From page 28... ...
Nine of the 13 participating agencies use clearly defined approval gates prior to developing a scope of work for design, and more importantly, they base the scope of work for design on a detailed project scope definition package that has been developed with key stakeholder involvement. Six agencies use standard scopes of work for design, tailored for each project.
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From page 29... ...
In situations where continuity will not be maintained, research has shown that a well-defined preproject planning process, specific and detailed documentation of the project scope of work and the decisions made, and a wellstructured turnover procedure that includes a turnover meeting and project reviews with new stakeholders can mitigate alignment problems and minimize project scope changes during detailed design and construction. Stakeholder identification is an integral part of preproject planning and the subsequent development of effective scopes of work for design.
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From page 30... ...
These checklists are tailored to the specific agency and type of project; generally, representation by the following stakeholder groups is recommended (Construction Industry Institute, 1997~: · Business: Business and market evaluation Financial analyst Human resources Labor relations Legal advisor Project sponsor Public relations · Operations: Facility operations Maintenance Procurement Research and development Safety Warehousing · Project Management: Cost and schedule Environment Estimating General engineering Project controls Process engineering Project manager Quality/inspection · Others: Construction General public Information management Specialist engineering Security None of the participants interviewed indicated that their agencies measure the effectiveness of their stakeholder identification processes through metrics. Representatives from the GSA, INS, DOS, and VA specifically mentioned the use of postoccupancy evaluations as a means of gathering feedback from occupants, which would indirectly measure stakeholder input during preproject planning.
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· DOE uses internal and external Independent Project Reviews in conjunction with the PDRI based on project size. These independent project reviews use detailed, internally developed checklists to assess the degree of project scope definition.
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Seven of the 13 agencies interviewed determine successful project scope definition from a program perspective, as opposed to only on an individual project basis. The measures used to determine successful project scope definition from a program perspective are often the same as those used for individual project evaluation, but the program perspective involves analyzing performance trends over time.
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From page 33... ...
However, submitting poorly defined projects for funding approval will almost certainly result in increased actual costs as well as increased uncertainty surrounding project costs. It appears that in some cases project scopes of work and budgets are locked in by Congress and/or agency headquarters prior to significant project scope definition efforts.
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From page 34... ...
These independent project reviews use detailed, internally developed checklists to assess the degree of readiness to proceed to the next phase. CD-1 requires an acquisition plan, conceptual design report, preliminary project execution plan and baseline range, project data sheet for design, verification of mission need, and preliminary
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35 hazard analysis report prior to the authorization to expend design funds and begin preliminary design. Project scope definition continues to be developed during the preliminary design phase, leading to the development of a project performance baseline at CD-2.
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Short-listed firms provide construction input early in the design phase, and the quality of their input is considered in the construction management selection process. GSA also uses partnering consultants to improve team performance and PDRI reviews to validate project scope definition.
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Detailed project scope development begins in Phase 3. Area offices with support from two engineering services offices manage this phase, which includes charrette-type work sessions with stakeholders (Indian Health Service, 2000)
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The early focus is on development of the project scope of work and the acquisition strategy. This process is compatible with the DBIA standard contract forms discussed in Chapter 2 in that the project scope is sufficiently developed prior to the award of the contract.
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ACC also documents project scope for all major projects in a Customer Concept Document (CCD) , which becomes the foundation for the scope of work for design.
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Elements contributing to successful execution include a formal, structured preproject planning process; training to develop and maintain core competencies; projects that support agency mission and accurate business case analysis; identification and involvement of project stakeholders; selection of an appropriate acquisition strategy; use of processes and tools that encourage effective communication; risk quantification and assessment; and structured reviews of the project scope of work throughout development.
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