Developing Scope, Schedules, and Cost Estimates for Project Management Plans

1. Developing Scope, Schedules, and Cost Estimates for Project Management Plans

2. Objective Objective In this session, you will gain an In this session, you will gain an understanding of: understanding of: - Factors affecting the scope of - Factors affecting the scope of the study the study - The value of a PMP - The value of a PMP - How to prepare a PMP - How to prepare a PMP

3. PMP Development PMP Development Develop scopes of work Develop scopes of work • Develop time and cost estimates • Develop time and cost estimates • Determine order of work • Determine order of work • Clearly articulate responsibilities and • Clearly articulate responsibilities and • study outcomes study outcomes

4. Value of PMP Value of PMP Allows the study manager to determine that: Allows the study manager to determine that: - Scope is appropriate - Scope is appropriate - Costs and schedule are reasonable - Costs and schedule are reasonable and appropriate and appropriate - Level of analysis adequate for quality - Level of analysis adequate for quality decision document decision document

5. How to Begin How to Begin 1. Clearly define overall scope of study 1. Clearly define overall scope of study 2. Explain the phase of study 2. Explain the phase of study 3. Ensure understand concept of 3. Ensure understand concept of increasing levels of data collection and increasing levels of data collection and analysis analysis 4. Ensure understand problems and 4. Ensure understand problems and opportunities to be addressed opportunities to be addressed

6. Factors Affecting Scope Factors Affecting Scope Study type • Study type • Study phase • Study phase • Study purpose • Study purpose • Specific study location • Specific study location • Sponsor concerns • Sponsor concerns • Stakeholder concerns • Stakeholder concerns • Political sensitivity • Political sensitivity •

7. Study Type Study Type • Investigations • Continuing Authorities Program • Continuing Authorities Program •

8. Study Phase Study Phase 1 Phase st 1 Phase st Section 905(b) Analysis Reconnaissance Federal Interest Determination 2 Phase nd 2 Phase nd Feasibility Feasibility Detailed Project Detailed Project

9. First Phase First Phase Use existing data • Use existing data • Use professional judgment • Use professional judgment • Must have enough analysis to convince • Must have enough analysis to convince • Corps/sponsor that 2 phase is needed nd Corps/sponsor that 2 phase is needed nd Bottom line : Bottom line : Determine if there is at least one Determine if there is at least one implementable alternative that’s in the implementable alternative that’s in the Federal interest and is supported by the Federal interest sponsor

10. Second Phase Second Phase Level of detail and funding increases • Level of detail and funding increases • Collect data and perform more detailed analyses • Collect data and perform more detailed analyses • Consider areas of risk and compliance • Consider areas of risk and compliance • requirements requirements Results in decision document with • Results in decision document with • recommendation and project cost estimate recommendation and project cost estimate Bottom line : Bottom line : Analysis adequate to ensure quality and withstand Analysis adequate to ensure quality and withstand scrutiny – Corps credibility scrutiny – Corps credibility

11. Level of Detail Level of Detail 2 ways to determine the appropriate level of 2 ways to determine the appropriate level of detail: detail: Communication • Communication • Making the team responsible • Making the team responsible •

12. Philosophy on Scope Philosophy on Scope You don’t need a You don’t need a Mercedes… Mercedes… … if a Moped will do!!

13. Next Steps Next Steps After scope is defined, get H&H Team Member After scope is defined, get H&H Team Member to develop estimates for each activity. to develop estimates for each activity. • Estimates should include: • Estimates should include: - Data collection needs - Data collection needs - Analysis needs - Analysis needs - Report preparation - Report preparation - Coordination - Coordination - Management - Management - Review - Review

14. Typical H&H Work Items in Typical H&H Work Items in PMPs PMPs Research Existing Data Research Existing Data Obtain Additional Data Required Obtain Additional Data Required Develop Existing Condition Develop Existing Condition Develop Without Project Condition Develop Without Project Condition Develop Hydrology Develop Hydrology Develop Hydraulic Data Develop Hydraulic Data Develop GIS model Develop GIS model Analyze With Project Alternatives Analyze With Project Alternatives Develop Supporting Environmental Data Develop Supporting Environmental Data Geomorphic/River Mechanics Analysis Geomorphic/River Mechanics Analysis

15. Typical H&H Work Items in Typical H&H Work Items in PMPs PMPs Hydraulic Design of Structures Hydraulic Design of Structures Low Flow Design Low Flow Design Sedimentation Investigations Sedimentation Investigations Develop Models Develop Models Collection/Analysis of Water/Sediment Samples Collection/Analysis of Water/Sediment Samples Water Quality Assessment Water Quality Assessment Water Budget Water Budget Groundwater Analysis Groundwater Analysis Interior Drainage Design Interior Drainage Design

16. Typical H&H Work Items in Typical H&H Work Items in PMPs PMPs Risk and Uncertainty Analysis Risk and Uncertainty Analysis Channel Stability Analysis Channel Stability Analysis Coordination and Meetings Coordination and Meetings Branch Supervision Prepare H&H Portion of Engineering Appendix Prepare H&H Portion of Engineering Appendix Final Report Documentation Final Report Documentation Develop Scope, Time, and Cost Estimates for Next Phase Develop Scope, Time, and Cost Estimates for Next Phase Value Engineering Study Participation Value Engineering Study Participation District Quality Control

17. Examples H&H Portions of PMPs

18. Next Steps Next Steps Once received input from all team members, roll it Once received input from all team members, roll it up. up. - Is the total time/cost reasonable? - Is the total time/cost reasonable? - Do activities reflect the proper scope? - Do activities reflect the proper scope? - Is the time/funding available adequate to - Is the time/funding available adequate to cover the team members’ request? cover the team members’ request?

19. Next Steps Next Steps • Usually, funds/time available not adequate to • Usually, funds/time available not adequate to meet team members’ requests. meet team members’ requests. • In that case, you’ll have to negotiate. • In that case, you’ll have to negotiate. • Make this a team activity. • Make this a team activity. • Seek to understand. • Seek to understand. • May be necessary to seek additional funds. • May be necessary to seek additional funds.

20. Final Step Final Step Once negotiations are Once negotiations are complete, finalize initial PMP. complete, finalize initial PMP.

21. Summary Summary PMP development requires you think • PMP development requires you think • through the study process. through the study process. Communication with the study team is • Communication with the study team is • key. key. PMP development is team responsibility. • PMP development is team responsibility. • Study manager leads the team to ensure • Study manager leads the team to ensure • efficiency, effectiveness, and quality of efficiency, effectiveness, and quality of study. study.

22. Class Exercise Kings Point Island, MS

23. Kings Point Island, MS • Feasibility phase • Section 205 study • Area subject of past studies • Data and analyses available • Study area subject to backwater flooding from Mississippi River • Study to address low-frequency levee of various heights

25. Yazoo Backwater Levee MRL Proposed Yazoo Backwater Pumping Plant Kings Point Island, MS Kings Point Ferry Hill Line Kings Point Island Yazoo River Vicksburg Mississippi River

26. Class Exercise Class Exercise Evaluate the initial H&H input to the Kings Evaluate the initial H&H input to the Kings Point Island PMP and determine areas where cost appears inappropriate for scope. Time: 15 minutes