P r o j e c t C h a r t e r : R e c r e a t i o n a l T r a i l s P r o g r a m P r o c e s s I m p r o v e m e n t
Project Title: Recreational Trails Program Process Improvement_______________________________
Project Sponsor: Ben Ellis, Director of DPOR Date prepared: September 4, 2014
D N R and R T P applicants
Project Manager: Darcy H arris_ _________ Project Customer: and grantees______ ______
Project Purpose or Justification: Business Case or Need_____________________________________
I have identified that there is a significant lack of understanding on the part of new grant applicants and current grantees, about state and federal procurement requirements and how they directly relate to the federal programmatic guidelines for the Recreational Trails Program. This poses a two-fold problem. It takes an enormous amount ol staff time to coach applicants through the lengthy grant process and as the manager of this program H is my responsibility to ensure compliance with federal and state laws, as well as program guidance, and there are currently no tools to consistently achieve these complex tasks.
Project Description: Abbreviated Statement of Work ___ ___ ________ _
Th is project will create a required training curriculum, and companion application instructions for Recreational Trails Program applicants in Alaska about how to apply for funding and comply with federal and state fiscal regulations and programmatic guidelines. T h e training will be available an the State Traiis Program websiie for applicants to iake at their ieisure; however a primed and signed completion verification sheet will be required with their application. (Th is m ay be recorded digitally depending on the Interface used.)
T h e first semester I will develop a project m anagem ent plan for this project, and Initiate communication with the IRM division regarding technical support. During the second semester I will break this project into two phases. I intend to both develop the application Instructions that will be a companion end precursor to the on-line training, and organize the technical requirements for hosting this curriculum on the web. Th is will be followed up by developing the final, on-line content In a web-based training where applicants will need to participate and verify this participation as part of the requirements for application. T h is will be completed in the spring of 2015 and will become public during the subsequent grant cycle, August 201S. This curriculum and web-interface will be Iterative and subject to stakeholder feedback
P ro je ct an d Product R e qu irem e nts:_________________________________________________________________ Training and application instructions will be available on the internet for applicants to access at their convenience. Th is will increase applicant success and require less staff time for the Trails Program throughout the process. Applicants will also acknowledge their responsibility for the information and all legal requirements.
A c c e p ta n c e Criteria:_________________ __ ________________________________ _________________
Training available to applicants on the internet to accom pany companion application instructions. Acknowledgement of responsibility by applicants adds legal support to D N R for federal grant programs.
H ig h Level Risks: ___________________________________________________________________
1) Federal gas tax trust fund does not get supported and the R T P runs out of money. 2) R T P does not get supported in national transportation bill.
3) Training is not accepted by D P O R managem ent or applicants. 4) Grant fraud is identified, F H W A performs audit. Funding is jeopardized. 5) W eb-based interface Isn't available, or identified as unfeasible, or impracticable
Darcy Morris 686 A Recreational T ra ils Program Process Im provem ent
2014 Darcy B. Harris
Project Management Department, University of Alaska Anchorage
P r o j e c t C h a r t e r : R e c r e a t i o n a l T r a i l s P r o g r a m P r o c e s s I m p r o v e m e n t
P r o j e c t O b j e c t i v e s S u c c e s s C r i t e r i a P e r s o n A p p r o v i n g
S c o p e :
C re a te a training cu rric u lu m a n d c o m p a n io n application
instructions that will be a va ila b le o n inte rne t that assists
ap p lica n ts, d e c re a s e s w o rk lo ad for Sta te T ra ils P ro g ra m staff a n d p ro v id e s legal su p p o rt for D N R .
A p p lic a n ts a re m o re s u cce ssfu l, ta k e le ss c o a c h in g , a n d take le gal respon sibility for the fed era l gra n t m o n e y th e y re ce ive . D a rc y H a rris: P ro je c t M a n a g e r B e n Ellis: P ro je c t S p o n s o r T i m e : M e e t the P ro je ct P ro g re s s M ile sto n e s (P P M ) a n d h a v e p ro ject re a d y for full
im p le m e n ta tio n b y b e g in n in g of n e x t g ra n t cycle .
M e e tin g the P P M d e a d lin e s and Inco rp o ra tin g fe e d b a ck . S e e M ile sto n e s B e lo w
Instructor of re c o rd . C o m m itte e
C o s t :
In ad dition to the cost o f m y tim e (to b e v a lu e d for the p u rp o s e s of this pro je ct a t $1/he) c o s ts will in clu d e a n R S A w ith the Inform atio n R e s o u rc e
M a n a g e m e n t office at D N R , a n d m in im a l tim e from the D ire c to r of D P O R a n d th e Sta te
P ro c u re m e n t Officer.
Efficient use o f tim e, utilizing internal re s o u rc e s for m a x im u m benefit.
P ro je ct M a n a g e r, D a rc y H a rris
Q u a lit y :
P racticability for app licants a n d legal c o v e ra g e for D N R .
A c tu a lly u s e d in th e field a n d office
B e n Ellis a n d D a rc y Harris
S u m m a r y M ile s t o n e s D u e Date
D e ve lo p P ro je ct M a n a g e m e n t P lan, fulfilling P P M 1 -P P M 4 , a s s ig n m e n ts for M S P M S e p t 12, O c .3 , O c t. 24, N o v , 21,
S e c u r e a ssista n ce from th e IR M D ivisio n fo r technical e x p e rtise to host o n -lin e training c u rricu lu m , esta b lish R S A .
N o v e m b e r , 2014
P re s e n t final p resen tation o f a p p ro v e d p ro je c t m a n a g e m e n t plan. D e c e m b e r 1 -2 , 2 0 1 4
D e v e lo p app lication in stru ctio n s. G a in F H W A a n d S ta te P ro c u re m e n t officer a p p ro va l of p ro c u re m e n t la w a n d R T P g u id e lin e con ten t.
J a n u a r y 2 0 1 5
D e v e lo p o n -lin e tra in in g c o n te n t, in clu d e input from le gal d e p a rtm e n t a n d h a v e a p p ro ve d .
M a rc h 3 0, 2 0 1 5
D arcy H arris 686 A R ec re atio n a l T ra ils P rogram Process Im p ro v e m en t
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Project Management Department, University o f Alaska Anchorage
P r o j e c t C h a r t e r : R e c r e a t i o n a l T r a i l s P r o g r a m P r o c e s s I m p r o v e m e n t Estimated Budget:
All time spent by Project Manager will be valued at $1 for purposes of this assignment
Project Management: September-December Initiate Project. Develop PMP: 104 hours
$104
Development of application instructions. 40 hrs x $1=$ $40
Curriculum development 40 hrs x $1=$40 $40
A minimal amount of time will be spent by both the Procurement Officer and the Director of DPO R for review, approval, and consultation.
Technology development and Integration with curriculum (TBD) R SA with IRM" ? hrs x $?=$
Authority:
Technical Decisions:
1 The project manager will be working with the Information Resource Management (IRM) Division of the ONR for technical expertise. Any decision having to do with the content of the web page will be approved by both the Division Director and the project manager.
Approvals; LuAnn Piccard Advisor Signattirp > M l ' " ) / ! ' . ! Advisor Name Darcy Harris
P ro je ct Mintage' S ign a tu re '!
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Project Manager NameBen Ellis SponMSr S ig n a tu re 7 / Z - Z / Z D / V - Sponsor Name Date' Date G ra n g e Track
Darcy Harris 686 A R ecreational T ra ils Program Process Im provem ent
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2014 Darcy B. Harris
Project Management Department, University o f Alaska Anchorage