R O S E P H E T T E P L A C E
WISCONSIN DEPARTMENT OF TRANSPORTATION
American Recovery and Reinvestment Act (ARRA)
Overview
• Summary of ARRA Program• New WisDOT Procedures for ARRA• New Contractor Procedures for ARRA• ARRA Accomplishments• Best Practices/Lessons Learned From
ARRA
Legislative Passage of ARRA
•Jan. 26, 2009; Governor Jim Doyle issues Executive Order #274 and creates the WI Office of Recovery and Reinvestment
•Feb. 13, 2009, ARRA is passed by Congress •Feb. 17, 2009, President Obama signs ARRA into law
Federal DOT receives $40,789,595,036*• FHWA receives $26,856,499,056 of the
amount received by the DOT*
*Source: www.recovery.gov
ARRA Program Totals•WisDOT received $529.1 million for use on State and Local highway and bridge projects*
•WisDOT has let 330 projects for $497 million to date 2009 (133 projects for $320 million)
o Local = 75 projects for $65.9 milliono State = 58 projects for $254.2 million
2010 (197 projects for $177 million)o Local = 178 projects for $135.7 milliono State = 19 projects for $41.6 million
*Source: www.dot.wisconsin.gov/projects/recovery
New Procedures for ARRA1. Oversight/Change Management Structure2. Detailed Reporting of Projects
a. Reporting to FHWA and DOTb. WisDOT Secretary Reportc. Internal Departmental Reportsd. Reports published on WisDOT’s website
3. Change Management4. Accelerated Project Starts (Notice To Proceed)5. Detailed Tracking of Projects
a. PS&E status trackingb. NTP trackingc. Construction Finals trackingd. Consultant contract closeout tracking
WisDOT ARRA Oversight & Change Management Structure
Placeholder
Project ProgressMeeting
Project ProgressMeeting
Project ProgressMeeting
Region/BureauCM
Meeting
DTSD Program CM
ARRAOversight
Exec Level Oversight
Project ProgressMeeting
DTSD Program Level Change Management
Region/Bureau Level Change Management
Project Level change management
Weekly
3rd Week of the Month or as needed
4th Week of the Month or as needed
Monthly or as needed
Detailed Project Reporting• Monthly Collection of Data
Collect employment data from Civil Rights Compliance System (CRCS)
Collect project payment and contract status data from WisDOT databases
Collect detailed data about current and projected issues and costs using the data collection form
• Reporting of Data Submit data to Recovery Act Data System (RADS) which is
used to report to congress on spending of ARRA funds Create monthly report to the Wisconsin Secretary of
Transportationo Monthly report posted on WisDOT website:
http://www.dot.wisconsin.gov/projects/recovery/index.htm
Program Reporting RequirementsReport Period Recipient Information Project Information Location Employment Information
Time period covered by the report,
report date and / or cut-off day Federal Agency Name & Office Recipient Name Recipient DUNS Number Recipient Contact Information TAFS Number CFDA Number Federal Aid Project
NumberState Project
IDLet Contract or
PO NumberProject Type
(Individual, State wide, etc.)
Project Description or
NameProject Purpose Project
RationalePlain English
Project Details
NEPA & Environmental Codes
Sub-recipient name, address,
and DUNS Number
Sub-recipient
Type CodeBegin Mile
PointEnd Mile
Point Length Congressional DistrictEconomically
Depressed Area Y or N
Location (County and /
or Route)NAICS Code Total # Employees
Hours by Gender & Ethnicity
Total Hours
Total Payroll
Direct Jobs Created Sustained /
RetainedNarrative on jobs data per Project
Report Name and Report Cycle
FHWA Project Table Uploads (two weeks after project is certified, monthly until all components entered, and as requested by FHWA) X X X X X X X X X X X X FHWA Project Detail Table (updated when Federal Aid Number is Issued) X X FHWA GIS Table (two weeks after project is certified, and as requested by FHWA) X X X X X X FHWA Awards Table Uploads (weekly) X X X X X X X FHWA Monthly Status Table Uploads (up to two times per month) X X X X X X X X X FHWA Recipient Tables (as requested by FHWA) X X X X X FHWA Maintenance of Effort Table (as requested by FHWA) X X X FHWA Payment Table (monthly, and as requested by FHWA) X X X X X Recovery Act Report to Committee on Transportation and Infrastructure (monthly) X X X X X X X X X X 1512 Quarterly Report from Recipients and Sub Recipients (quarterly) X X X X X X X X X X X X X X X X X X XShort1512 Monthly Report from Recipients and Sub Recipients (monthly) X X X X X X X X X X X X X X X X X X XARRA Projects Monthly Report to WisDOT Secretary (monthly) X X X X X X X X X S X
Fund Information Fund Information (continued) Work Progress Total
Recovery Act Funds for all
Projects
Total Recovery Act
Funds per Project
Estimated Total Cost per
Project
Funds Received or
Obligated
Allocated, total and by
project dates
Obligated, total and by
project dates
Recovery Act Funded
Contract Amount
Total Contract Amount
Project Cost total
and by project dates
Percent Paid
DBE Goal
DBE Commitment
DBE Paid
Pending Contract Modifications
Various Reserve Amounts
Estimate Project
Duration or Schedule
Ad Date or # Projects
Advertised
Award Date or # Projects
Awarded
Notice to Proceed Date
or # Proceeding
Percent Time Elapsed or Complete
NEPA or Environmental
Completion Dates
Description of Progress or
Issues
Work Completed Date or #
Completed
Recipient Maintenance of
Effort InformationReport Name and Report Cycle
FHWA Project Table Uploads (two weeks after project is certified, monthly until all components entered, and as requested by FHWA) X X X X FHWA Project Detail Table (updated when Federal Aid Number is Issued)
FHWA GIS Table (two weeks after project is certified, and as requested by FHWA) FHWA Awards Table Uploads (weekly) X X X X X X X FHWA Monthly Status Table Uploads (up to two times per month) X X FHWA Recipient Tables (as requested by FHWA) FHWA Maintenance of Effort Table (as requested by FHWA) XFHWA Payment Table (monthly, and as requested by FHWA) X Recovery Act Report to Committee on Transportation and Infrastructure (monthly) X X X X X X X X X X1512 Quarterly Report from Recipients and Sub Recipients (quarterly) X X X X X X Short1512 Monthly Report from Recipients and Sub Recipients (monthly) X X X X X X ARRA Projects Monthly Report to WisDOT Secretary (monthly) X X X S X X X S S X X S X
Types of Data
Types of Data
Repo
rt N
ames
Repo
rt N
ames
Change Management• Change Management is the monitoring and managing
of project issues or risks that have the possibility of affecting scope, safety, budget, and schedule.
• Change Management is currently used on all ARRA projects, on both the State and Local levels.
• The process of Change Management is used on many levels within WisDOT, from the Project Leaders in the field to the Director and Secretary’s Office level.
Lesser amount of $50,000 or 50% of reserve.
Project
Lesser amount of $500,000 or 100% of reserve.
Region
Any cumulative increase over 100% reserve up to $1,000,000
Division
Any cumulative increase over $1,000,000
Exec. Level
Change Management (Cont.)
• Each ARRA project was allowed a construction reserve of roughly 8% of award amount based on project type.
• Project budget is managed to the award amount and reserve is used as a budget to pay for any approved quantity overruns and contract modifications.
• Thresholds created for higher level approval of contract modifications as the reserve is used up.
• Region and Division level change management teams created to review change management requests on projects that use reserve budget.
Detailed Project Tracking• PS&E Tracking
Set milestones for key submittals and enforced them Helped WisDOT accelerate certain approval processes Assisted with having proposed ARRA projects ready to be
let for 2009 and 2010• Accelerated Project Starts (NTP’s)
Notice to Proceed Dates tracked so to be issued as soon as possible to when the contract allows construction to start
Expedited starts designed to create a demand for construction jobs to fulfill the main goal of the Recovery Act
Detailed Project Tracking• Construction Project Status
Project progress and contract status Status and usage of DBE companies
Current and projected financial data to track ARRA funds spent
Helped identify project risks that could affect contract cost, time, or impact to the public
Detailed Project Tracking• Finals Closeout Tracking
Internal WisDOT goals for finals process1. Project leader submits project records to project
manager 3 months after Contract Work Complete date2. Semi-Final (Tentative) sent to contractor 4 months
after Contract Work Complete datei. Contractor has 30 days to respond to Semi-Final.
3. Final Estimate Paid 6 months after Contract Work Complete date
• Consultant Contract Closeout Tracking Internal WisDOT goals for Consultant closeout
1. Consultant final invoice approved and evaluation on file 6 weeks after Contractor Final Estimate Paid
Detailed Project TrackingExample of Finals Tracking Chart Used Internally By WisDOT
4313
-04-
71
4993
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92
4984
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69
4985
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45
4987
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71
4992
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48
499
4-01
-23
499
4-01
-25
4996
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69
9129
-11-
71
9129
-12-
71
9995
-00-
47
9995
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49
9995
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51
9995
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53
6501
-02-
71
6501
-03-
71
4985
-00-
43
4987
-02-
51
4992
-00-
43
4992
-00-
50
6507
-01-
71
9246
-05-
71
4313
-05-
71
4313
-07-
71
4363
-04-
71
4566
-01-
71
6456
-01-
71
9072
-04-
71
9281
-08-
71
9995
-00-
45
4984
-01-
67
20100126016
20100126017
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0
3
6
9
12
Time between Contract Work Complete and Final Paid per Project:Region State & Local - 2010 ARRA Lets Final Ongoing-Behind Goal
Final Ongoing-Near Mile-stoneFinal Ongoing-On GoalFinal Estimate PaidConstruction Not CompleteRegion Project CountState Program Projects
Project ID (by Contract ID)
Mon
ths
32669
47
ARRA AccomplishmentsA. Construction Budget Management
• Construction contractor costs are projected to finish at 0.6% over the award amount
• Delivery costs are projected to finish 20.9% under the budgeted amount
• Combined, the ARRA Program is projected to finish at 97.8% of the construction and delivery budget at award
• Non-ARRA projects historically finish on average 108%-110% of the construction and delivery budget at award
B. Transparency and Improved Communications• Reporting increased visibility of dollars spent• Change Management procedures minimized interruptions of work
in the field
C.Project Closeout I. Status of 2009 ARRA lets (133 let projects)
• 88 projects had work complete in 2009• 40 projects were carried over and completed in 2010• 5 projects were carried over and will complete in 2011
• 100 projects had a final estimate paid as of Jan 2011o 41 Projects were within 6 months (41% of 100)o 98 Projects were within 12months (98% of 100)
II. Status of 2010 ARRA lets (197 let projects)• 135 projects had work complete in 2010• 62 projects were carried over and will complete in 2011
• 47 projects had a final estimate paid as of Jan 2011o 37 Projects were within 6 months (79% of 47)o 47 Projects were within 12 months (100% of 47)
ARRA Accomplishments (Cont.)
Lessons Learned - ARRA
• Resourcing and Program Reporting
• Detailed Project Tracking
• Change Management
• Finals Closeout
Resourcing and Program Reporting
Additional DOT resourcing up front yields payoffs in the end
Current Monthly reports are being used to varying degrees by each region to analyze the ARRA program as it is ongoing (Currently evaluating for future use)
This proactive monitoring of the ARRA program has yielded significant results such as being only 0.6% over budget at 85% expended.
Detailed Project Tracking
Possible to track Design, Pre-PS&E, Construction, and Finals
ARRA tracking procedures allow a quicker analysis and recovery of projects with issues that need to be addressed by higher management levels within WisDOT or by realigning Department resources
Change Management
Can assist WisDOT further in it’s oversight role of projects by involving Region and Division level management sooner and more consistently on projects
Can be used in Design and Construction phase to review projects for safety, risk and scope issueso Based on the ARRA procedures, the local program developed
a new application process to better define risks, scope, and costs of locally sponsored projects
WisDOT recognizes that change management thresholds need to be adjusted to match the size and complexity of entire programs being monitored
Finals Closeout
Quicker closeout of projects means quicker final payment to the Contractor
Quicker finals closeout starts during construction. The Project Leader and Contractor should communicate issues and discrepancies as the work is on going
Quicker closeout of the project financially means encumbered funding can be freed up for future projects
Closing the construction contracts quicker allows WisDOT to close the consultant contracts quicker as well.
Finals Closeout (cont.)
2008 Reg 2009 Reg 2009 ARRA0%
20%
40%
60%
80%
100%
11% 13%
42%
50%
67%
98%
Percentage of Projects Meeting Closeout Goal (Based on projects with final estimate paid as of 02/03/11)
Final Paid Within 6 mo.
Final Paid Within 12 Mo.
Questions and Comments
???
2010-2011 ARRA ProjectPleasant View Road, Madison, WI