Purpose
Program Master Schedules (PMS) are prepared for all programs managed by the Bureau of Engineering. The purpose of this section is to discuss the information provided in each Program Master Schedule and to highlight the importance of the PMS to the Bureau’s overall management of its programs.
REFERENCES
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RESPONSIBILITIES
Program Manager:The Program Manager is responsible for reviewing the Master Schedule draft, expenditure plan, and resource requirements to ensure that they are satisfactory. The Program Manager must approve all revisions to the Master Schedule.
Program Control Engineer (PCE):The Program Control Engineer compiles the schedule status and construction cost information for each project, as well as the expenditure plan and resource requirements. From this information, he or she drafts the Program Master Schedule and prepares monthly updates.
Project Manager (PM):The Project Manager must provide the required information (such as project title, Council District, construction cost, schedule, expenditures, and available resources) to the PCE for each project under his or her responsibility. The PM is ultimately responsible for the accuracy of his/her project data in the Uniform Project Reporting System (UPRS).
Program Oversight Committee: The Program Oversight Committee must approve all revisions to the Master Schedule that add or delete projects, revise a project schedule, revise a project construction cost estimate, or revise the project’s expenditure plan. The Oversight Committee may delegate the approval of some changes to the Program Manager.
PROCEDURE
Scope of the PMS
Program Master Schedules are used to track the progression of projects within a Bureau program. They are developed in part to focus attention on the benefits of formalizing and publishing the Bureau’s plan for future work. The intent of the PMS is to show for a three-year period, a list of projects, individual project schedules, a construction expenditure plan, and required resource allocations for each program. The PMS show each project title, the Council District, the lead Bureau office, the Project Manager, the estimated construction cost, and a bar chart schedule for each of the projects included in the designated three-year period. Each project schedule shows start and end dates of the six basic phases of the project: Pre-Design, Design, Right-of-Way, Bid and Award, Construction, and Post-Construction. The PMS also clearly identify when a program will need to use consultants to overcome staffing deficiencies. The Master Schedules are derived from the Bureau’s Uniform Project Reporting System (UPRS). The Bureau’s Client for each program is requested to approve and sign the Program Master Schedule.
The PMS are prepared from data in the UPRS. For this reason, it is important that the data in the UPRS be as accurate as possible. The PMS for each Bureau program is maintained in the office of the respective program. The PMS are also posted on Dashboard and in the Executive Conference Room on the 7th floor of the Public Works Building.
The PMS for each program is re-baselined at the end of each fiscal year and adopted as the baseline schedule for the next fiscal year. Two PMS may be prepared. One showing the final progress for the previous fiscal year based on the planned schedule; the other showing the revised or re-baselined assessment of schedule, resource, and personnel needs for the next three fiscal years, based on the best information available at the time. The revised PMS are then used as the baseline schedule for the new fiscal year.
Metrics on project award for the fiscal year are based on the re-baselined PMS. The PMS are then updated monthly, with a status bar showing actual progress made for each project on the bar chart. Monthly updates will also reflect changes to budget, scope, or schedule approved by a program’s Oversight Committee that may occur.
Changing the PMS
Any revisions to the baseline schedule that add or delete projects or that revise a project’s schedule, construction cost estimate, or expenditure plan must be approved by the Program Manager as well as the Program Oversight Committee and, where applicable, the Owner/Client department. Other changes, such as a change in Project Manager or lead office, only require the Program Manager’s approval.
All proposed changes to the Master Schedule must be requested on a Change Authorization Form (Attachment 1.4-1) by the Project Manager and submitted to the Program Manager and the Oversight Committee for consideration. Approval of the proposed change is documented by the appropriate signatures at the bottom of the form.
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