HomeMy Public PortalAboutExhibit MSD 11A12 Memo on Evaluation of Staffing Levels for Watershed Consultant ProgramMemo
To: Brian Hoelscher
CC:
From: Brad Nevois
Date: Wednesday, June 01, 2011
Re: Evaluation of Staffing Levels for Watershed Consultant Program
You had requested the information that we put together on how we could staff the Watershed Consultant
Program. The information I have included is based on the data as of June 2010. All the information attached
except item 4, is based on evaluations done in late 2010 by Design Division managers.
Attached is the following information (items numbered on corner):
Item 1
This is a graph of the overall anticipated design load based on the June 2010 information. This graph was used
to illustrate overall staff requirements as a starting point for the individual managers to evaluate staffing levels.
The graph showed the average design capacity for the Capital Projects group. It should be noted that this
group has handled as much as $29 million in design.
Item 2
This is a graph that was produced by the Manager of Right-of-Way and Property to evaluate anticipated
property rights acquisition needs compared to historical averages. This graph shows the fiscal years of property
rights acquisition, which is one year before construction. Based on the estimated needs staff would not be
sufficient in fiscal years 12 and 14. The Manager indicated that due to lack of funding for FY12 construction
projects (both storm and sanitary) that many of the easements for FY13 construction projects could be acquired
early in FY11, thus balancing staffing needs. Additionally, the graph indicated a shortfall in FY14. It was felt
that if this gap still existing at that time the short fall could be filled with existing staff or with the help of either the
Watershed Consultant or a GSA type contract. The conclusion is that staffing in the ROW group should
be sufficient at this time.
Item 3
This is an analysis of the staffing levels for the Capital Projects Group. This analysis consists of two separate
documents. The first document evaluated how projects are managed today compared to with the use of a
Watershed Consultant. Based on the minimum level of management with only 6 of his staff being utilized for
work related to the Watershed Consultant Program, it was estimated that the group could handle 50 individual
projects at a given time. Early program estimates show FY13 having upwards of 50 design projects.
Item 4
In the last document titled Estimated PM Design Program, the manger went on to look at individual assignments
for staff. This chart included work outside the Watershed Consultant Program, but still requiring staff needs.
This chart took a somewhat conservative approach to overall need of individuals to manage projects. If you
balance this information with actual demands on staff for particular projects in the early years of the program the
current staffing levels look sufficient.
The conclusion is that staffing levels in the Capital Projects group should be sufficient and that there is
really a three to four year window (FY13 - FY16) of high demand.
Item 5
Page 1 of 2
This is a similar graph to Item 1 that has been updated with the latest information. Based on the latest
information the program has begun to balance somewhat. Additionally, balancing of the program will be
recognized as the Watershed Consultants are hired and advise us on delivery of the program.
All the information presented takes a somewhat conservative approach to estimating staffing needs and does
not take into account efficiencies that will be recognized with the Watershed Consultant Program. In
conclusion, staffing levels will need to continue to be monitored and adjusted as necessary throughout
the program life, but indications are that the overall program can be managed at existing staffing levels.
Please let me know if you would like the information electronically or in a different format.
z Page 2
* Information is preliminary, does not include additional work outside CD PlanningATTORNEY-CLIENT WORK PRODUCT9-15-10PM Design$0$10$20$30$40$50$60$70$80$902010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022Design Dollars (Millions)0102030405060Number of ProjectsNumber of ProjectsDesign DollarsPM Group Avg. ($)
ROW Acquistion05010015020025030035040011 12 13 14 15 16 17 18 19FY AcquireNumber of EasementsEasements to AcquireNo StormROW Average
MSD PM Project Man-hour Requirements Man days - Design Only Man days -With PIRRMin Man-dayTask NamesExistingNew ProgramExistingNew Programfor ProgramDesign Selection/Award73733Preliminary Conference/ Prep54543PIRR (if necessary)N/AN/A1812*Assume PIRR takes 120 days for 100 properties4* - 8 days w/PIRR, 0 days w/out. Avg 4 daysDesign Study981094Des Study & Prel Plan combined in New ProgramPreliminary Plan6N/A6N/AN/APrelim Plan deleted from PM Consultant projectsPlan Review1171175Design Completion 1061064Total Man days4828674123Total Man-hours360210503308173Future MH requirementsFinal Plans/Bidding95954Inc discussing realignment w/ROW during acq.Construction Phase Services64643*Additional hours will be required to bid projects designed in previous years(assume 36 projects bid/yr.by 6 PM's - 6 projects/MSD PM X 5 days/project x 7.5 hrs= 225 hours/person) New Projects/MSD PM/Year 1. Assume half projects include PIRR, half design only projects -(210 hrs+308 hrs)/2 = 259 PM hours/ project2. Projects/PM = (1,672Hrs/PM/yr-225 hrs for bidding) / (259hrs/project) = 5.6 projectsMinimum Man days to Support New Program up to 61 design projects planned/year1. Man-hours required =61 X 173hrs/project =10,553 hrs2. PM's required = 10,553 hrs/ [(1,672Hrs/PM/yr) -225 hrs for bidding)] = 7.3 PM's3. Using minimal PM involvement (173 man hours/project), 50 projects could be managed per year.
6/2/2011ESTIMATED PM DESIGN PROGRAMPM GROUPTeamTentative Number of Projects/Project ManagersLeaderPMFY 12FY 13FY 14FY 15FY 16FY17FY 18FY 19FY20FY 21TOTALPROJPMPROJPMPROJPMPROJPMPROJPMPROJPMPROJPMPROJPMPROJPMPROJPMCold/Bis/M0/LMMDSJAM00.521221261814151414141CSO LRDPPJHPAP11212121111111111111Deer Cr w/ SSO TanksMDSJMS111219161313121111111Lemay not Deer CrPJHSMR00.51118151516111111111U City - Deer Cr/LM TunnelsPJHFY15 Assign00000011112111112121WWTP/DisenefectionGJTGJT,JLJ32221111??????Infra RepairsMDSTJF 1111111111Asset ProjectsPJH,MDSJAF41414141414141414141TOTAL PROJECTS95245252220141213137225Sewer Project619169810744588Rehab Project24217106444484Major Projects323634323433Predesign752100000159524524222014101113220PM'S Required - Sewers Major Projects7988777777 * Bidding0.20.70.50000000 TOTAL7.29.78.58777777* Additional hours will be required to bid projects designed in years previous to Watershed Consultant Program FY 12 (assume 7 projects X 5 days X 7.5 hrs/day = 263 hours/1672hr/yr = approx. 0.2 person) FY 13 (assume 28 projects X 5 days X 7.5 hrs/day = 1050 hours/1672hr/yr = approx. 0.65 person) FY 14 (assume 22 projects X 5 days X 7.5 hrs/day = 825 hours/1672hr/yr = approx. 0.5 person) Assumptions1. There appears to be excess workload in FY 13 and 14. This will be made up with existing staff and overtime ..2. The number of asset projects, and requirements for GSA projects to design Infrastructre Repair projects, is not known at this time. Estimated 4 asset projects, and IR projects to be handled by one engineering equivalent, outside the Watershed Consultant program.3. Need to bid a large number of projects that were designed in previous years4. The FY 13 project managers will start preparing the Watershed Consultant RPQ/P and setting up the projects in mid FY 125. No major WWTP projects are included after the Lemay Secondary is completed in FY 15
6/2/2011Watershed Consultant Program (Design)$0$10$20$30$40$50$6012 13 14 15 16 17 18 19 20 21Fiscal YearDollars (million)0102030405060Number of ProjectsNumber of ProjectsDesign Dollars