California Department of Transportation

Project Management

Chronology of Project Management in Caltrans

Chronology 2000
Date Description
January 2000 Database coordinated for Capital Outlay Support (COS) resource information between Programming and Project Management information systems. Capital Outlay Support database developed for workload and earned value.
PFACT: Provide Source of Funding (CMSD/CTIPS Database). This project was operational 10/1/99.
Database coordinated for Capital Outlay Support (COS) resource information between Programming and Project Management information systems. Capital Outlay Support database developed for workload and earned value.
February 2000 Caltrans Services Contracts Manual-Procurement & Contracts 3/20/00 This manual will be known as the Caltrans Service Contracts Manual (CSCM) and its purpose is to provide official procedural instructions for preparing contracts for services. This Contract Managers Handbook provides guidance and information for the Contract Manager in the contracting process. The handbook will guide the Contract Manager through the various steps necessary to request a service contract; the role in monitoring and managing contracts; and the responsibilities for amending or renewing a contract as well as properly closing out a contract.
April 2000 PRSM (Project Resource & Schedule Management) Feasibility Study Report (FSR) 04/17/00.
This document provides a feasibility analysis for the procurement and implementation of an enterprise-wide project management scheduling tool., the proposed new "Commercial Off the Shelf" Project Scheduling Tool and Timesheet.
The successful implementation of this tool will enable Caltrans to make better decisions on a timely basis, thus ensuring a more efficient use of resources.
May 2000 Governor Gray Davis submitted a plan to the Legislature for a $12 Million comprehensive capital project training plan. This plan will meet the Department's capital project training needs in all functional areas - Environmental, Design, Right of Way, Construction, Engineering Services, Operations and Project Management.

Capital Project Work Breakdown Structure (WBS), Release 5.0, 05/17/00. The revised version, 5.0, supercedes version 4.0 and is effective on July 1, 2000.

Contract Managers Handbook-Procurement & Contracts May 2000.
This Contract Managers Handbook provides guidance and information for the Contract Manager in the contracting process. The handbook will guide the Contract Manager through the various steps necessary to request a service contract; the role in monitoring and managing contracts; and the responsibilities for amending or renewing a contract as well as properly closing out a contract.
June 2000 PRSM (Project Resource & Schedule Management) Phase I
Issue Invitation to Partner (ITP) 06/20/00 - 07/14/00.

Project Management Professional (PMP) Certification
06/09/00 Jack Boda, Program Manager for Project Management, issued instructions for and taking, the Project Management Institute Project Management Professional (PMP) examination.
Preparation for, and taking, the Project Management Institute Project Management Professional (PMP) examination.

Guide to Caltrans Capital Project Work Breakdown Structure (WBS) Release 5.0, June 2000. This Guide provides the updated version (Release 5.0) of the Caltrans Capital Project standard WBS and a new set of WBS definitions as well as general guidelines for project scope planning practices. This version of the WBS will be effective as of July 1, 2000.

Capital Projects Milestones (Listing by Number) 06/14/00. A revised list of standard milestones was published.

Release of Project Estimating Tool WEN2 06/30/00. This tool is designed to aid project managers and functional managers in the development of resource and duration estimates for Capital Improvement Projects.

Instructions for the correlation between Caltrans Work Breakdown Structure (WBS5.0) Level 5 and Senate Bill 45 (SB45) 06/14/00. Government Code 14529 (b) For each project, the program shall specify the allocation or expenditure amount and the allocation or expenditure year for each of the following project components:
  1. Completion of all permits and environmental studies.
  2. Preparation of plans, specifications, and estimates.
  3. The acquisition of rights-of-way.
  4. Construction management and engineering, including surveys and inspection.
July 2000 PRSM (Project Resource & Schedule Management) - Determine the Vendors to Participate in the Demonstrations Caltrans Processes 07/17/00 - 07/27/00

Cost Center to Resource Group conversion. 07/19/00

Timesheet edits updated for the correlaation between Expenditure Authorization (EA) phase to activity codes (WBS level 5) September 7, 2000

Seismic Retrofit Program-Status Report 07/17/00.

Status report of the Caltrans Seismic Safety Retrofit Program. Included in this report is information on the following programs:
  • Phase 1 and Phase 2 Seismic Retrofit Programs
  • Toll Bridge Retrofit Program
  • Local Agency Bridges Retrofit Program
August 2000 Published a Background and History of the Capital Projects Skill Development (CPSD) Plan. August 2000. The California Department of Transportation ("Caltrans") has begun a three-year skill development plan for its Capital Project employees. Approximately 10,900 Caltrans employees work on Capital Projects. The plan originated from the Department's 1998 Strategic Plan and it is modeled after Oracle Corporation's Custom Development Method.
September 2000 Memos: Project Management for Change Control. This memo provides direction for the project management aspects of Brent Felkers memo of July 28, 2000 titled, Implementation of Change Control.

Capital Projects Expenditure Authorization (EA) Phase to Activity Code correlation. 09/07/00.

Project Management Directive 001 Project Management Definitions 09/29/00. When Caltrans refers to the management of Capital Projects, it uses terms that have standard meanings throughout the Department.

Project Management Directive 002 Project Identifier 09/29/00. Caltrans records project information in four databases - the programming database, the accounting database 1 and two project management databases.2 Each database serves a different purpose, and each has its own unique identifier.

Project Management Directive 003 Project Management Roles 09/29/00 When Caltrans refers to Capital project management roles, they have the same meaning throughout the Department.

Project Management Directive 004 Capital Project Delivery Plan 09/29/00 Caltrans establishes and maintains a plan for the completion of State Highway capital projects.

Project Management Directive 005 Planning, Producing, & Charging by Phase 09/29/00 Project Managers and Functional Managers plan and manage each capital project by phase and WBS product. It is their responsibility to determine what work is required to complete each phase.

Project Management Directive 006 Project Change Requests 09/15/00. Any significant changes to a programmed project's (STIP, SHOPP, TCRP) or special program project's (Toll, Seismic, Retrofit Soundwall) scope, cost or schedule require a revision to the delivery commitment.

Project Change Request (PCR) Process Flow Chart 09/25/00. The project change request process documents a management decision to request a change to a delivery commitment for a project.

Project Management Directive 007R Capital Project Charter Process and Innovation Checklist 09/30/01 A charter documents the agreement between the Sponsor and Project Manager over the key elements of a project and phase. Innovative practices are continually evolving. Use of the Innovation Checklist is intended to communicate the latest resources, processes and tools; to promote the use of these practices, and to capture and share new inventive practices.
October 2000 Work Breakdown Structure (WBS) Change Control Process Improvement 10/30/00 (Contained in the WBS 5.1 10/10/00 pg 22) The Guide to Caltrans Capital Project WBS 5.1 contains the WBS Change Process which the Project Management Program has established for any future revisions or modifications of the standard WBS.
November 2000 California voters passed Proposition 35, the "Fair Competition and Taxpayer Savings Act." This altered the State constitution "To remove existing restrictions on contracting for architectural and engineering services and to allow state, regional and local governments to use qualified private architectural and engineering firms to help deliver transportation, schools, water, seismic retrofit and other infrastructure projects safely, cost effectively and on time." (see May 1997)

Capital Support Performance Measures 1999-2000, 11/03/00 The purpose of this report is to summarize, at the Program level, the status of the capital outlay support performance measures, report data for these measures for the past few years, where available, and recommend targets, where possible.

Project Management Improvement Project List. Project management improvement projects are part of the ongoing effort to improve the management of Caltrans' Capital Projects.

Approved Project Charters. Purpose of the project charter is to clearly state the project/phase objectives and reach clear agreement with project stakeholders.

Project Management (PM) Workflow
Project Management Implementation Team flowchart of projects for project management improvement.
December 2000 PRSM (Project Resource & Schedule Management) - Phase II - Issue Proposed System Demonstrations (PSD), the Caltrans Business Processes Document (Scenarios) to the Finalists 12/21/00 Issue the Preliminary Statement of Work (SOW) to the Finalists 12/21/00 Issue Draft Statement of Work and Model DGS Contracts 12/21/00 - 05/23/01.

Eighth Annual Project World - Anaheim Calif. 12/04/00-12/08/00 Disneyland Convention Center Seminar attended by Department of Transportation Project Management personnel.