Program Reports

1. ProgramReports D & C How to “survive” a program review session and give our client agencies the best report possible

2. See Chapter 4.2 in Design Procedures Manual (DPM) • DPM is found on DCNet at:http://ogsnow2/DCNet/reference/Manuals/designmanual/04022ProgramReportChecklist.pdf • Chapter 4.2 has the TEMPLATE and CHECKLIST, both of which are valuable in creating the report and adhering to the uniform look that D & C now wishes to see on all reports • If you are using a term consultant, please make sure that they are familiar with the template & checklist so the report comes in with less revisions required. D & C

3. Initial Considerations • Do your homework. This includes review of plan file drawings, as-builts, aerial photos, topo surveys, soils reports, DCNet database,etc. • Read carefully what the client asks for in their “Request for Services” BDC153 form that came in with the project. • Talk to others. See who else in D & C might have useful info or similar experience so “lessons learned” can be applied. D & C

4. Initial Considerations(Continued) • Set up your field survey. Coordinate with all parties including consultant, facility staff, EIC and anyone else helpful. DON’T send a consultant to an initial field survey with no OGS representation. • Think about other considerations like: Is a hazmat survey required? Do I need SHPO review? Will there be site implications like wetlands that require permitting? Any initial code review before the trip? • Take good notes/minutes during survey. Make sure you have all the names & titles correct. D & C

5. After Field Survey • If using a consultant, ask them to give you a site visit report so that all parties agree on what transpired, what comes next and who does what. • Organize photos. These are key for making a program report clear & easy to understand. Think about how to take or edit the shot so that contrast is maximized. Remember that some people may be seeing a black & white version of the report that’s been photocopied. D & C

6. After Field Survey (Continued) • Begin assembling report by using information from site visit and input from facility staff to match what client asked for on their “Request for Services” BDC153 form. • If possible, aim to keep the total size of the report to be as short & concise as possible. A 5 to 10 page report is much more likely to be thoroughly read than a 50 page one. D & C

7. Report Cover Page • Again – follow template format to insure uniformity of the final report • Make sure that project title clearly defines project scope and matches what is found in DCNet • Assure that all information is correct, such as spelling of facility, client agency, designer or consultant name & title, etc. • At the bottom, verify correct version of report has proper governor, commissioner & deputy commissioner. D & C

8. Project Intent (mandatory) • It is crucial that the project intent stated in the report exactly matches what the client agency has stated in their BDC153 Request for Services form they sent in. This makes sure that the client knows they are getting what they asked for. • If the scope of work has been modified due to follow-up by your client contact or agreed to in an orientation meeting, this should be made clear in this section. D & C

9. Executive Summary • This optional section is meant to be an overview of the report content for someone to read quickly and understand what the report is saying • This section should be concise (short) and only contain highlights, not in-depth explanations of options • Summary must include the estimate so that the client will understand how this number compares with their budget. If options are presented that affect the estimate, that information should also be present here. D & C

10. Executive Summary(Continued) • On relatively brief projects (less than 3 pages), this portion of the report may be omitted. • Assure that the report content matches what is said in this summary. D & C

11. Project History • This optional section is meant to give the reader some idea of specific project history & background, previous studies or reports submitted to the client. • It may also include related ongoing projects or that this scope of work is part of an ongoing client program • This section may also include the history of a building, facility or site, construction type, recent failure of a system or structural damage. D & C

12. Orientation Meeting/Field Survey • This is where we report who met with OGS staff and when • Assure that all parties that were present are included, along with their correct titles & associated employer • Make every effort to invite the EIC, client contact and anyone else vital to the project to this meeting and survey • If there were follow-up meetings and/or site visits, note that here along with staff names and dates that this occurred. D & C

13. Findings • This section is included in ALL reports and is a detailed analysis of what is found on the site visit and any other subsequent investigation (such as hazmat tests, soil sampling, etc). • Assure that the appropriate experts are retained and brought to the site for examination of the proposed work. • This survey at the site needs to be extremely thorough so that the client is aware of any and all deficiencies and how our recommendations will address them. D & C

14. Findings(Continued) • When reporting the findings, use a writing style that is the most clear, such as short paragraphs or bullets of each finding. • Findings should be broken down by trade, as per the Wicks Law and matching the estimate format. • While compiling findings, think of how items like historic preservation, EO111, code compliance, phasing, security and other aspects will affect the project scope. D & C

15. Recommended Scope of Work • This is also included in all reports and is meant to match up with & address what was indicated in the Findings section. • Use the same breakdown by trade to show recommended work. • Describe appropriate energy & water conservation, sustainable design, EO111, LEED compliance, client standards, code issues, historic preservation, etc. D & C

16. Recommended Scope of Work(Continued) • Assure that the estimate covers all portions of recommended work. • If we are offering multiple options, make sure we are clear on which is the recommended option and why. • Assure that the scope items align with both the Project Intent and Executive Summary so the report is cohesive and all parts agree with each other. D & C

17. Project Benchmarking • This optional section is only included if applicable to the project. • If there is a reference to similar projects, systems or components we should explain what worked & what did not. • Be sure to indicate how your project will improve on the model and incorporate “lessons learned”. • Some examples may include: similar bldg types, similar bldg systems such as fire protection, security systems, floor finishes, windows, etc. D & C

18. Options • This section is used only if applicable to the project. • If there are budget constraints that require the scope of work to be revised in order for the project to move ahead, options can be offered. • Provide alternatives of different ways of solving the client’s objective. • Provide estimates associated with each option and consider the use of value engineering to suggest a less expensive solution. D & C

19. Phasing • This section is only included if phasing is applicable to the project • This is particularly important for projects where the building or area is to continue to remain occupied during construction; such as kitchen projects, shower or toilet room rehabs, office space, etc. D & C

20. Key Issues and Issues to be Resolved • This section is used when your report includes unresolved issues that need further investigation at the next phase of design. • Some examples of items like this would be: hazardous materials, substrate conditions, underground utilities, geotechnical investigation, spaces inaccessible at time of field survey, special permits, etc. D & C

21. Client’s Construction Estimate • If the client has provided a number in their BDC153 Request for Services form, it should be indicated here. • This number is used as a gauge against the project’s estimate to see whether or not the scope of work has stayed within budget or exceeded it. D & C

22. Estimate • This is included in all reports and is a vital part of the report since this number can “make or break” the project. • The estimate is inserted into the paragraph from the template that has language addressing escalation associated with going beyond a certain date given. D & C

23. Estimate(Continued) • If working with a consultant, make sure that they understand that the estimate should be rounded to nearest $1000 or rounded even more if the estimate is real large (millions of dollars). • Before the report is submitted, review the estimate to make sure that it includes a design development contingency; costs for phasing, security & maintaining building occupancy, etc. Also verify that any options noted in the report have a separate estimate broken out here so client can associate a cost with the option. D & C

24. Estimate(Changes to format coming) • The fees will be appearing on the reports, along with other project costs such as land purchases, furniture, etc. • The estimate shown will be less “fixed”. It will be more “rounded” and show a range rather than a solid number. We’re acknowledging that we’re “throwing darts” in terms of accuracy of the number. • These changes will help our client agencies with their capital budgeting.

25. Appendix • This section is used to refer to information related to the project, but does not need to be included in the body of the report. • The appendix may include items such as: the estimate form BDC177, drawings or sketches, hazmat results, schedule, code review, meeting minutes, etc. • Photos can go in Appendix but the report is generally more readable if the photos can be imbedded in the body of the report. D & C

26. When the report is complete (draft version) • Whether you’ve written the report yourself or had a consultant do it, have your team leader and business unit leader review it to make sure it’s ready. • Once you’ve been assured that the report is a finished product ready for review, arrange for 11 copies to be made and bring them to Joyce on the 35th floor. • If you have a consultant involved, make sure that they are aware of the deadlines so they get the report in on time for review. Don’t allow them to e-mail the report at the last minute so we have to make the 11 copies for them. D & C

27. When the report is complete –draft version (Continued) • The report copies are due to Joyce on the Friday before the review, which are Wednesdays at 10:00 am each week. • The BUL’s and other committee members will have those few days to read that week’s reports and mark them up for the review session. D & C

28. The Program Review • Each week the committee has an hour to go over the reports due at that time. • The PM will be given an opportunity to give a very brief (30 to 45 seconds or so) synopsis of their project before members comment. • Members will give their constructive input on how they believe the report can be improved and/or made more clear for our client agency. • During your review, you should listen carefully and make any notes as required based on the committee discussion. D & C

29. The Program Review(Continued) • 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 over the remarks to incorporate them in the final version going to the client. • In some cases, the report will require significant work if it’s assessed to be incomplete, misleading or otherwise inappropriate for program submission. This may require a second review or a rewrite of the report & follow-up BUL review before submission. • Please don’t fear presenting to the committee. Look at it this way: we are all in this together. This is OUR product now and since the committee has reviewed the report, it is OURS, not YOURS. D & C

30. After theReview • Follow-up with committee members if you have any questions about their remarks or suggestions for improvement. • Contact the consultant if you need their involvement to address remarks. • Contact the client agency if an issue is raised (such as project intent or scope items) that requires their input or clarification. • When report has everything incorporated, submit to client with standard letter accompanying report. D & C