PM2 Strategy & Performance Newsletter – October 2023

VOLUME 01, ISSUE 02

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OCTOBER 2023

PM² STRATEGY & PERFORMANCE

NEWSLETTER IN THIS ISSUE 01

California Freight Mobility Plan & Project Management

02 CFMP 2023 Testimonial 02 Templatizing P&MP Project Management 03 Portfolio Management & DRMT Micro Workshops 03

Farewell to Friends (For now)

CFMP 2023 designs by PM² Graphic Design Branch

“The Smartsheet project artifacts were essential to the development of the CA Freight Mobility Plan (CFMP) 2023. We used Smartsheet to create the schedule for the CFMP, to assign roles, and to monitor progress.

Smartsheet also helped us identify and mitigate major risks associated with the project.”

JEFF MORNEAU CHIEF (ACTING), OFFICE OF STRATEGIC FREIGHT PLANNING

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The Organizational Project Management Model Validated BY: MARINA JOHANSEN

In 2019, when Marlon Flournoy launched the idea of implementing Project Management tools and principles in DOTP, many of our big projects (like the CFMP) were behind, struggling to meet key deadlines.

Since then, we have established a Project Management Office (PMO) to tailor the PM model to fit not only DOTP but all divisions in P&MP. We still have work to do, especially around training

and supporting project and portfolio managers with planning and managing total workload (projects & services). It is very much like learning how to ride a bike or drive a car. It may seem difficult, almost impossible and scary the first time. However, the more you do it, the easier it gets, and in the end, you ask yourself how you ever did without it. continued on page 02 »

California Freight Mobility Plan 2023 Testimonial BY: MAGGIE SCHREINER

“Using Smartsheet for Project Management has been very successful.

As an Acting Program Manager, being able to go into Smartsheet and pick up where another Program Manager has left off has been super efficient.

Also, planning for future updates of that same project/plan has been really easy with PM² taking that project folder and creating another template to update and use. The previous information, tasks, and timelines are all right there ready to update for the new project.”

Click below to view the CFMP 2023!

» continued from page 01

Early adopters of our PM Model, Jeff Morneau and Maggie Schreiner, are testaments to the power, efficiencies, and scalability of our project management templates and standardized processes. We value these experiences as we continue to validate and improve our model to fit the needs of users and stakeholders.

Historical Data Helps Build Templates BY: VERONICA COLEMAN

Historical information on how we do work, how long it takes, and who to involve is one of the most accurate ways to plan work.

With creating templates, we save historical data for future people in those roles to utilize to do their job well. Previously, we were working with project managers at the end of their projects to gain historical data and then “templatize” the work for the next cycle. We also offer to assist inputting your

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historical data into our Smartsheet system and work with you to ensure accuracy and relieve some of the initial stress of moving from one system to the next. One key change coming up is that we will be working with State Planning and the DOTP Management Team to identify key themes that exist throughout most of planning work so that when a project starts, if no historical data exists, we can still pull-out generic work and how long it takes so project managers do not start from nothing. This is a work in progress but always feel free to reach out to the PMO with assistance in creating your schedule. And please, send us your historical information on how you have managed planning work for Caltrans in the past.

Supporting the DRMT Reorganization through Micro Workshops and Portfolio Management Principles BY: WILLIAM MA

Last month, the Project Management Office facilitated micro workshops for the newly incorporated DRMT offices into DOTP: Assets & Equipment, Passenger Rail Operations & Maintenance, and Rail Planning & Implementation.

Participants mapped their office’s high-level strategy and were introduced to P&MP’s portfolio management principles.

Workshop Topics included: 1. Create your team’s purpose statement - Why do we (your customers) need you?

2. Core Products & Services (Define Projects and Services) 3. Create a list of FY 23/24 Projects (Expectations from other stakeholders e.g. Districts) 4. Plan next steps There will be follow up meetings to go over updating and entering information into new Workplans, Project Cost Estimates sheets, and Ongoing Services sheets to help ensure all updates are completed by the end of October. We look forward to continuing our partnership with new teams. For assistance with portfolio management, please reach out to Ian Justeson, Madison Lavelle, or William Ma.

We would like to wish a warm ‘Good Luck!’ to our friends leaving PM² this month for new assignments...

» Veronica Coleman

Veronica will act as the Caltrans System Investment Strategy (CSIS) Program Manager for Roy Abboud in DOTP for 4 months, starting on November 1st. She will project manage the current updates and develop a workplan for the next update. She will act as the contract manager for the consultant contract as it kicks off. The work involves engaging our transportation partners as we operate the Climate Action Plan for Transportation Infrastructure and create the framework to prioritize projects for funding that are aligned with State Goals and policies.

In Aaron’s new position as a Senior Transportation Planner in the Division of Local Assistance, Office of Local Civil Compliance, he will play a crucial role in managing data collection, monitoring, and reporting to ensure Caltrans and Local Agencies are compliant with the Federal Disadvantaged Business Enterprise (DBE) Program regulations. He will be a high-level supervisor overseeing 3 Associate Transportation Planners and work closely with the Office Chief and other seniors to provide proper guidance and oversight to the DBE Program.

» Aaron Catubig

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