PURPOSE
The purpose of this procedure is to provide an overview of the Uniform Project Reporting System. Many of the Bureau of Engineering Programs have established oversight committees that require detailed status updates of the projects the BOE is managing. The primary focus of Chapter 5 will be the use of the Uniform Project Reporting System (UPRS) in generating the reports that are used for reporting to BOE’s clients, BOE management, and oversight committees.
REFERENCES
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RESPONSIBILITIES
Program Manager: The Program Manager is responsible for reviewing all reports prior to submittal to the clients, City Engineer and Council Members.
Project Manager (PM): The PM is responsible for all project related communications on the project. It is the PM’s responsibility to keep the information on each of his/her projects current in the UPRS.
Program Control Engineer (PCE): It is the responsibility of the PCE(s) in each program to compile the data and print out updated reports for the City Engineer, the Program Manager, PM and the client agency.
Project Award and Control Division (PAC): PAC operates and maintains the UPRS system.
Administration Division (ADM): ADM is responsible for providing the UPRS system with the actual cost data. ADM downloads actual costs from the City’s financial accounting system into UPRS on a monthly basis.
Project Team: The Project Team, consisting of the Project Engineers and the support Group Managers, are responsible for providing the PM with any project information that may have an effect on the project schedule or budget. Information, such as changes to the design schedule or the project construction cost estimate, should be reported to the PM as soon as possible.
PROCEDURE
UPRS was developed and first implemented in the late 1990s to provide a single Bureau-wide reporting system. It has been refined ever since. It serves as the central information source for all BOE projects and programs. All BOE projects and programs must use UPRS to report budget, schedule and status of their projects. No other database or information source can be used to supersede the UPRS database. UPRS is BOE’s official database for project information. This point cannot be overemphasized. No project or program should ever attempt to use another database of information to supersede the UPRS database.
UPRS data is used to make program and project decisions and to provide various reports. UPRS provides the means of monitoring the cost and time elements of a project. Each project is listed with a description, all relevant data about the project, the project schedule, the project budget and cumulative charges, and an update on the status of the project. The PM is responsible for updating the status of each of his/her projects each month. Reports can be tailored to the various levels of management, clients and stakeholders. UPRS is used to produce the Master Schedule, the Capital Improvement Program (CIP), the Work Program Resource Requirements (WPRR) and many reports used by management and the Bureau’s clients for each program. UPRS is available online in the BOE’s intranet, BOE Project Information, UPRS login. Its URL is https://eng.insidela.org/UPRS/Login.cfm (City Staff only).
The PM must determine and keep current within UPRS the following information for each of his/her projects. These items are the key ingredients in reports and schedules generated by UPRS:
Council District Number and Neighborhood Council Name
Construction Cost Estimate
Pre-Design Start Date
Percentage of Pre-Design Currently Complete
Pre-Design End Date
Design Start Date
Percentage of Design Currently Complete
Design Completion Date
Start Bid and Award Date
Project Award Date
Start of Construction Date
Percentage of Construction Currently Complete
Current Actual Construction Expenditure
End of Construction Date
Start of Post-Construction Date
Percentage of Post-Construction Currently Complete
End of Post-Construction Date
Project Status - Written description of monthly progress/events on each project
This information, especially any changes, must be relayed to the person updating the UPRS database and printing the various reports for each group on a monthly basis. The PCE for each Program will then produce the various reports each month and deliver it to the Program Manager, the Design Division Managers, the PM and the Program Management Division. At the end of each quarter during the fiscal year, the City Engineer reviews the progress shown on the Master Schedule with the Project Managers and the Program Manager.
Once the Master Schedules are formalized with the signatures of the City Engineer and the Client Department, the schedules are “frozen” and only the status of each project is to be updated on a monthly basis with the most current information that is available. The schedule portion of the update consists of the placement of a second crosshatched line on the Gantt chart for each phase of the project to show how the project is progressing. The construction expenditure portion of the update consists of an actual expenditure line that can then be compared to the planned expenditure line (Attachment 5.2-1).
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