11

ProgramProgram ReportsReports

How to “How to “survivesurvive” a ” a program review session program review session

and give our client and give our client agencies the best report agencies the best report

possiblepossible

22

See Chapter 4.2 in Design Procedures Manual (DPM)See Chapter 4.2 in Design Procedures Manual (DPM)

DPM is found on DCNet at:DPM is found on DCNet at: http://ogsnow2/DCNet/reference/Manuals/designhttp://ogsnow2/DCNet/reference/Manuals/designmanual/04022ProgramReportChecklist.pdfmanual/04022ProgramReportChecklist.pdf

Chapter 4.2 has the TEMPLATE and CHECKLIST, Chapter 4.2 has the TEMPLATE and CHECKLIST, both of which are valuable in creating the report both of which are valuable in creating the report and adhering to the uniform look that D & C now and adhering to the uniform look that D & C now wishes to see on all reportswishes to see on all reports

If you are using a term consultant, please make If you are using a term consultant, please make sure that they are familiar with the template & sure that they are familiar with the template & checklist so the report comes in with less checklist so the report comes in with less revisions required. revisions required.

33

Initial ConsiderationsInitial Considerations

Do your homework. This includes review of plan Do your homework. This includes review of plan file drawings, as-builts, aerial photos, topo file drawings, as-builts, aerial photos, topo surveys, soils reports, DCNet database,etc. surveys, soils reports, DCNet database,etc.

Read carefully what the client asks for in their Read carefully what the client asks for in their “Request for Services” BDC153 form that came in “Request for Services” BDC153 form that came in with the project. with the project.

Talk to others. See who else in D & C might have Talk to others. See who else in D & C might have useful info or similar experience so “lessons useful info or similar experience so “lessons learned” can be applied. learned” can be applied.

44

Initial ConsiderationsInitial Considerations

(Continued)(Continued)

Set up your field survey. Coordinate with all Set up your field survey. Coordinate with all parties including consultant, facility staff, EIC and parties including consultant, facility staff, EIC and anyone else helpful. DON’T send a consultant to anyone else helpful. DON’T send a consultant to an initial field survey with no OGS representation.an initial field survey with no OGS representation.

Think about other considerations like: Is a hazmat Think about other considerations like: Is a hazmat survey required? Do I need SHPO review? Will survey required? Do I need SHPO review? Will there be site implications like wetlands that there be site implications like wetlands that require permitting? Any initial code review before require permitting? Any initial code review before the trip? the trip?

Take good notes/minutes during survey. Make Take good notes/minutes during survey. Make sure you have all the names & titles correct.sure you have all the names & titles correct.

55

After Field SurveyAfter Field Survey

If using a consultant, ask them to give you a site If using a consultant, ask them to give you a site visit report so that all parties agree on what visit report so that all parties agree on what transpired, what comes next and who does what. transpired, what comes next and who does what.

Organize photos. These are key for making a Organize photos. These are key for making a program report clear & easy to understand. Think program report clear & easy to understand. Think about how to take or edit the shot so that about how to take or edit the shot so that contrast is maximized. Remember that some contrast is maximized. Remember that some people may be seeing a black & white version of people may be seeing a black & white version of the report that’s been photocopied.the report that’s been photocopied.

66

After Field Survey After Field Survey

(Continued)(Continued)

Begin assembling report by using information Begin assembling report by using information from site visit and input from facility staff to from site visit and input from facility staff to match what client asked for on their “Request for match what client asked for on their “Request for Services” BDC153 form.Services” BDC153 form.

If possible, aim to keep the total size of the report If possible, aim to keep the total size of the report to be as short & concise as possible. A 5 to 10 to be as short & concise as possible. A 5 to 10 page report is much more likely to be thoroughly page report is much more likely to be thoroughly read than a 50 page one.read than a 50 page one.

77

Report Cover PageReport Cover Page

Again – follow template format to insure Again – follow template format to insure uniformity of the final reportuniformity of the final report

Make sure that project title clearly defines project Make sure that project title clearly defines project scope and matches what is found in DCNetscope and matches what is found in DCNet

Assure that all information is correct, such as Assure that all information is correct, such as spelling of facility, client agency, designer or spelling of facility, client agency, designer or consultant name & title, etc.consultant name & title, etc.

At the bottom, verify correct version of report has At the bottom, verify correct version of report has proper governor, commissioner & deputy proper governor, commissioner & deputy commissioner. commissioner.

88

Project Intent Project Intent

(mandatory)(mandatory)

It is crucial that the project intent stated in the It is crucial that the project intent stated in the report report exactly matchesexactly matches what the client agency what the client agency has stated in their BDC153 Request for Services has stated in their BDC153 Request for Services form they sent in. This makes sure that the client form they sent in. This makes sure that the client knows they are getting what they asked for. knows they are getting what they asked for.

If the scope of work has been modified due to If the scope of work has been modified due to follow-up by your client contact or agreed to in an follow-up by your client contact or agreed to in an orientation meeting, this should be made clear in orientation meeting, this should be made clear in this section.this section.

99

Executive SummaryExecutive Summary

This optional section is meant to be an overview This optional section is meant to be an overview of the report content for someone to read quickly of the report content for someone to read quickly and understand what the report is sayingand understand what the report is saying

This section should be concise (short) and only This section should be concise (short) and only contain highlights, not in-depth explanations of contain highlights, not in-depth explanations of optionsoptions

Summary must include the estimate so that the Summary must include the estimate so that the client will understand how this number compares client will understand how this number compares with their budget. If options are presented that with their budget. If options are presented that affect the estimate, that information should also affect the estimate, that information should also be present here. be present here.

1010

Executive SummaryExecutive Summary

(Continued)(Continued)

On relatively brief projects (less than 3 pages), On relatively brief projects (less than 3 pages), this portion of the report may be omitted. this portion of the report may be omitted.

Assure that the report content matches what is Assure that the report content matches what is said in this summary. said in this summary.

1111

Project HistoryProject History

This optional section is meant to give the reader This optional section is meant to give the reader some idea of specific project history & some idea of specific project history & background, previous studies or reports background, previous studies or reports submitted to the client. submitted to the client.

It may also include related ongoing projects or It may also include related ongoing projects or that this scope of work is part of an ongoing client that this scope of work is part of an ongoing client programprogram

This section may also include the history of a This section may also include the history of a building, facility or site, construction type, recent building, facility or site, construction type, recent failure of a system or structural damage. failure of a system or structural damage.

1212

Orientation Meeting/Field SurveyOrientation Meeting/Field Survey

This is where we report who met with OGS staff This is where we report who met with OGS staff and whenand when

Assure that all parties that were present are Assure that all parties that were present are included, along with their correct titles & included, along with their correct titles & associated employerassociated employer

Make every effort to invite the EIC, client contact Make every effort to invite the EIC, client contact and anyone else vital to the project to this and anyone else vital to the project to this meeting and surveymeeting and survey

If there were follow-up meetings and/or site visits, If there were follow-up meetings and/or site visits, note that here along with staff names and dates note that here along with staff names and dates that this occurred.that this occurred.

1313

FindingsFindings

This section is included in ALL reports and is a This section is included in ALL reports and is a detailed analysis of what is found on the site visit detailed analysis of what is found on the site visit and any other subsequent investigation (such as and any other subsequent investigation (such as hazmat tests, soil sampling, etc). hazmat tests, soil sampling, etc).

Assure that the appropriate experts are retained Assure that the appropriate experts are retained and brought to the site for examination of the and brought to the site for examination of the proposed work. proposed work.

This survey at the site needs to be This survey at the site needs to be extremely extremely thoroughthorough so that the client is aware of any and all so that the client is aware of any and all deficiencies and how our recommendations will deficiencies and how our recommendations will address them. address them.

1414

FindingsFindings

(Continued)(Continued)

When reporting the findings, use a writing style When reporting the findings, use a writing style that is the most clear, such as short paragraphs that is the most clear, such as short paragraphs or bullets of each finding.or bullets of each finding.

Findings should be broken down by trade, as per Findings should be broken down by trade, as per the Wicks Law and matching the estimate format.the Wicks Law and matching the estimate format.

While compiling findings, think of how items like While compiling findings, think of how items like historic preservation, EO111, code compliance, historic preservation, EO111, code compliance, phasing, security and other aspects will affect the phasing, security and other aspects will affect the project scope. project scope.

1515

Recommended Scope of WorkRecommended Scope of Work

This is also included in all reports and is meant to This is also included in all reports and is meant to match up with & address what was indicated in match up with & address what was indicated in the Findings section.the Findings section.

Use the same breakdown by trade to show Use the same breakdown by trade to show recommended work.recommended work.

Describe appropriate energy & water Describe appropriate energy & water conservation, sustainable design, EO111, LEED conservation, sustainable design, EO111, LEED compliance, client standards, code issues, historic compliance, client standards, code issues, historic preservation, etc. preservation, etc.

1616

Recommended Scope of WorkRecommended Scope of Work

(Continued)(Continued)

Assure that the estimate covers all portions of Assure that the estimate covers all portions of recommended work. recommended work.

If we are offering multiple options, make sure we If we are offering multiple options, make sure we are clear on which is the are clear on which is the recommended optionrecommended option and why. and why.

Assure that the scope items align with both the Assure that the scope items align with both the Project Intent and Executive Summary so the Project Intent and Executive Summary so the report is cohesive and all parts agree with each report is cohesive and all parts agree with each other. other.

1717

Project BenchmarkingProject Benchmarking

This optional section is only included if applicable This optional section is only included if applicable to the project.to the project.

If there is a reference to similar projects, systems If there is a reference to similar projects, systems or components we should explain what worked & or components we should explain what worked & what did not. what did not.

Be sure to indicate how your project will improve Be sure to indicate how your project will improve on the model and incorporate “lessons learned”. on the model and incorporate “lessons learned”.

Some examples may include: similar bldg types, Some examples may include: similar bldg types, similar bldg systems such as fire protection, similar bldg systems such as fire protection, security systems, floor finishes, windows, etc. security systems, floor finishes, windows, etc.

1818

OptionsOptions

This section is used only if applicable to the This section is used only if applicable to the project.project.

If there are budget constraints that require the If there are budget constraints that require the scope of work to be revised in order for the scope of work to be revised in order for the project to move ahead, options can be offered. project to move ahead, options can be offered.

Provide alternatives of different ways of solving Provide alternatives of different ways of solving the client’s objective.the client’s objective.

Provide estimates associated with each option Provide estimates associated with each option and consider the use of value engineering to and consider the use of value engineering to suggest a less expensive solution. suggest a less expensive solution.

1919

PhasingPhasing

This section is only included if phasing is This section is only included if phasing is applicable to the projectapplicable to the project

This is particularly important for projects where This is particularly important for projects where the building or area is to continue to remain the building or area is to continue to remain occupied during construction; such as kitchen occupied during construction; such as kitchen projects, shower or toilet room rehabs, office projects, shower or toilet room rehabs, office

space, etc.space, etc.

2020

Key Issues and Issues to be ResolvedKey Issues and Issues to be Resolved

This section is used when your report includes This section is used when your report includes unresolved issues that need further investigation unresolved issues that need further investigation at the next phase of design. at the next phase of design.

Some examples of items like this would be: Some examples of items like this would be: hazardous materials, substrate conditions, hazardous materials, substrate conditions, underground utilities, geotechnical investigation, underground utilities, geotechnical investigation, spaces inaccessible at time of field survey, spaces inaccessible at time of field survey,

special permits, etc.special permits, etc.

2121

Client’s Construction EstimateClient’s Construction Estimate

If the client has provided a number in their If the client has provided a number in their BDC153 Request for Services form, it should be BDC153 Request for Services form, it should be indicated here. indicated here.

This number is used as a gauge against the This number is used as a gauge against the project’s estimate to see whether or not the project’s estimate to see whether or not the scope of work has stayed within budget or scope of work has stayed within budget or

exceeded it.exceeded it.

2222

EstimateEstimate

This is included in all reports and is a vital part of This is included in all reports and is a vital part of the report since this number can “make or break” the report since this number can “make or break” the project. the project.

The estimate is inserted into the paragraph from The estimate is inserted into the paragraph from the template that has language addressing the template that has language addressing escalation associated with going beyond a certain escalation associated with going beyond a certain date given. date given.

2323

EstimateEstimate

(Continued)(Continued)

If working with a consultant, make sure that they If working with a consultant, make sure that they understand that the estimate should be understand that the estimate should be rounded rounded to nearest $1000to nearest $1000 or rounded even more if the or rounded even more if the estimate is real large (millions of dollars).estimate is real large (millions of dollars).

Before the report is submitted, review the Before the report is submitted, review the estimate to make sure that it includes a design estimate to make sure that it includes a design development contingency; costs for phasing, development contingency; costs for phasing, security & maintaining building occupancy, etc. security & maintaining building occupancy, etc. Also verify that any options noted in the report Also verify that any options noted in the report have a separate estimate broken out here so have a separate estimate broken out here so client can associate a cost with the option.client can associate a cost with the option.

2424

EstimateEstimate

(Changes to format coming)(Changes to format coming) The fees will be appearing on the reports, along The fees will be appearing on the reports, along

with other project costs such as land purchases, with other project costs such as land purchases, furniture, etc.furniture, etc.

The estimate shown will be less “fixed”. It will be The estimate shown will be less “fixed”. It will be more “rounded” and show a more “rounded” and show a rangerange rather than a rather than a solid number. We’re acknowledging that we’re solid number. We’re acknowledging that we’re “throwing darts” in terms of accuracy of the “throwing darts” in terms of accuracy of the number.number.

These changes will help our client agencies with These changes will help our client agencies with their capital budgeting.their capital budgeting.

2525

AppendixAppendix

This section is used to refer to information related This section is used to refer to information related to the project, but does not need to be included in to the project, but does not need to be included in the body of the report. the body of the report.

The appendix may include items such as: the The appendix may include items such as: the estimate form BDC177, drawings or sketches, estimate form BDC177, drawings or sketches, hazmat results, schedule, code review, meeting hazmat results, schedule, code review, meeting minutes, etc.minutes, etc.

Photos can go in Appendix but the report is Photos can go in Appendix but the report is generally more readable if the photos can be generally more readable if the photos can be imbedded in the body of the report.imbedded in the body of the report.

2626

When the report is complete When the report is complete

(draft version)(draft version) Whether you’ve written the report yourself or had Whether you’ve written the report yourself or had

a consultant do it, have your team leader and a consultant do it, have your team leader and business unit leader review it to make sure it’s business unit leader review it to make sure it’s ready.ready.

Once you’ve been assured that the report is a Once you’ve been assured that the report is a finished product ready for review, arrange for 11 finished product ready for review, arrange for 11 copies to be made and bring them to Joyce on the copies to be made and bring them to Joyce on the 3535thth floor. floor.

If you have a consultant involved, make sure that If you have a consultant involved, make sure that they are aware of the deadlines so they get the they are aware of the deadlines so they get the report in on time for review. Don’t allow them to report in on time for review. Don’t allow them to e-mail the report at the last minute so we have to e-mail the report at the last minute so we have to make the 11 copies for them. make the 11 copies for them.

2727

When the report is complete –draft version When the report is complete –draft version

(Continued)(Continued)

The report copies are due to Joyce on the Friday before the The report copies are due to Joyce on the Friday before the review, which are Wednesdays at 10:00 am each week. review, which are Wednesdays at 10:00 am each week.

The BUL’s and other committee members will have those few The BUL’s and other committee members will have those few days to read that week’s reports and mark them up for the days to read that week’s reports and mark them up for the review session.review session.

2828

The Program ReviewThe Program Review

Each week the committee has an hour to go over Each week the committee has an hour to go over the reports due at that time. the reports due at that time.

The PM will be given an opportunity to give a very The PM will be given an opportunity to give a very brief (30 to 45 seconds or so) synopsis of their brief (30 to 45 seconds or so) synopsis of their project before members comment. project before members comment.

Members will give their constructive input on how Members will give their constructive input on how they believe the report can be improved and/or they believe the report can be improved and/or made more clear for our client agency. made more clear for our client agency.

During your review, you should listen carefully During your review, you should listen carefully and make any notes as required based on the and make any notes as required based on the committee discussion.committee discussion.

2929

The Program ReviewThe Program Review

(Continued)(Continued)

At the close of your review, the marked-up copies of your At the close of your review, the marked-up copies of your report will be handed to your BUL so you and he can go report will be handed to your BUL so you and he can go over the remarks to incorporate them in the final version over the remarks to incorporate them in the final version going to the client.going to the client.

In some cases, the report will require significant work if it’s In some cases, the report will require significant work if it’s assessed to be incomplete, misleading or otherwise assessed to be incomplete, misleading or otherwise inappropriate for program submission. This may require a inappropriate for program submission. This may require a second review or a rewrite of the report & follow-up BUL second review or a rewrite of the report & follow-up BUL review before submission. review before submission.

Please don’t fear presenting to the committee. Look at it Please don’t fear presenting to the committee. Look at it this way: we are all in this together. This is OUR product this way: we are all in this together. This is OUR product now and since the committee has reviewed the report, it is now and since the committee has reviewed the report, it is OURS, not YOURS.OURS, not YOURS.

3030

After theAfter the ReviewReview

Follow-up with committee members if you have Follow-up with committee members if you have any questions about their remarks or suggestions any questions about their remarks or suggestions for improvement. for improvement.

Contact the consultant if you need their Contact the consultant if you need their involvement to address remarks.involvement to address remarks.

Contact the client agency if an issue is raised Contact the client agency if an issue is raised (such as project intent or scope items) that (such as project intent or scope items) that requires their input or clarification. requires their input or clarification.

When report has everything incorporated, submit When report has everything incorporated, submit to client with standard letter accompanying to client with standard letter accompanying report.report.