Agenda Item # 7
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Date: |
May 31, 2007 |
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Committee Meeting Date: |
June 13, 2007 |
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Board Meeting Date: |
N/A |
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ACTION
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DISCUSSION
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| INFO
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BOARD MEMORANDUM
| TO: |
Committee for Transit Accessibility |
| | Santa Clara Valley Transportation Authority |
| | Board of Directors |
| | | | FROM: | Michael T. Burns |
| | General Manager |
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| SUBJECT: |
Work Plan for Implementation Support |
FOR INFORMATION ONLY
At its meeting on May 9, 2007, the Committee for Transit Accessibility requested a copy of the work plan for consultant support implementing the recommendations contained in the Organizational and Financial Assessment of VTA. The detailed work plan, prepared by
Karen Antion Consulting, LLC (KAC), enumerates the activities to be conducted in each of the three focus areas identified in the assessment, the lead responsibility for each activity, anticipated VTA board and Staff participation, schedule, level-of-effort, and budget. At its meeting on
May 23, 2007, the Administration and Finance Committee reviewed the work plan, discussed priorities, and recommended that the VTA Board consider approval of the contract amendment. The work plan is scheduled for consideration by the VTA Board at its meeting on June 7, 2007. A copy of the work plan is attached for your review and will be discussed at the June CTA meeting.
Transformation Program
The table below describes the tasks and responsible parties for the V-T-A Transformation program, Phase 1 as presented by Karen Antion Consulting, L-L-C.
Task 1. Project Management.
Sub-task-1 dash 1. Develop a Transformation Project Work Plan and Scorecard.
Item-a. Develop a Project Work Plan and Scorecard that includes recommendations to be implemented in the Transformation Program managed by KAC.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 160.
K-A-C project team estimated cost: $36,280.
V-T-A responsible party: A. Carey.
Item-b. Manage the Project Work Plan and Report Progress.
V-T-A responsible party: A&F Committee.
Sub-Task-1 dash 2. Develop a Communications Strategy and Plan.
Item-a. Develop a Strategy and Plan to improve communications with VTA Stakeholders and Employees.
Item-b. Execute near term communication activities that support the plan.
K-A-C project team lead: B. Bolger.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 150.
K-A-C project team estimated cost: $31,955.
V-T-A Budget: Yes.
V-T-A responsible party: B. Alaniz.
Task 2. Implement Governance Process and Practices to Enable Transformation.
Sub-task-2 dash 1. Establish an Audit Committee as a Standing Committee of the Board.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 16.
K-A-C project team estimated cost: $4,000.
V-T-A responsible party: Board Chair.
Item a. Develop an Audit Committee Charter for consideration by the Audit Committee.
V-T-A responsible party: Audit Committee.
b. Work with the Administration and Finance Committee to finalize and adopt their Committee Charter.
V-T-A responsible party: A&F Committee.
Sub-task 2 dash 2. Implement an Auditor General function.
K-A-C project team estimated hours: 80.
K-A-C project team estimated cost: $20,000.
V-T-A responsible party: general manager and audit committee chair.
Item-a. Create a position description for the Auditor General. Recommend this position description to the General Manager and Audit Committee Chair.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
V-T-A responsible party: general manager and audit committee chair.
Item-b. Develop a Request for Proposal including a scope of work to procure a firm to provide audit resources, including an interim Auditor General.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: assist.
V-T-A responsible party: T. smith and audit committee.
Item-c. Work with the Contracts and Materials Management department to procure these services.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: review.
V-T-A responsible party: T. smith and audit committee.
Sub-task 2 dash 3. Initiate Board Training on Duties and Responsibilities.
K-A-C project team lead: J. Nadler.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 133.
K-A-C project team estimated cost: $29,500.
Item-a. Plan, Develop and Conduct Board Workshops:
V-T-A responsible party: general manager and A&F Committee.
Item-a dash 1. VTA Vision and Mission.
V-T-A responsible party: V-T-A Executive staff and V-T-A Board.
Task-3. Implement Organization Recommendations.
Sub-task 3 dash 1. Develop and Implement the Transformation Organizational Structure.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 160.
K-A-C project team estimated cost: $33,025.
V-T-A responsible party: general manager.
Item-a. Develop Roles and Responsibilities for Senior Management Positions.
Item-b. Develop new Position Descriptions for Executive and Senior Management positions.
Item-c. Work with Executive and Senior Managers to design and finalize the Transformational Structure.
Item-d. Revise FY07/08 Goals and Objectives to support the new organization structure.
Item-e. Work with the GM to recruit or appoint the following positions:
1. Permanent Chief Financial Officer.
2. Chief Information Officer.
3. Public Information Officer.
Item-f. Create the Office of External Affairs.
Task-4. Upgrade the SAP System.
Item-a. Provide Stategic Oversite for SAP Upgrade.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 10.
K-A-C project team estimated cost: $2,500.
V-T-A responsible party: D. Beley.
Task-5. Develop Strategies with the General Manager on Transformation Program Initiatives.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 40.
K-A-C project team estimated cost: $10,000.
V-T-A responsible party: general manager.
Phase 1 Totals:
K-A-C project team estimated hours: 749.
K-A-C project team estimated cost: $167,260.
End of Table.
The table below describes the tasks and responsible parties for the V-T-A Transformation program, Phase 2 as presented by Karen Antion Consulting, L-L-C.
Task 1. Project Management.
Sub-task 1 dash 1. Manage the Project Work Plan and Scorecard.
Item-a. Actively Manage the Project Work Plan and Scorecard, including all Transformation Program tasks, resources, schedule, progress reporting and issue resolution.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 152.
K-A-C project team estimated cost: $36,140.
V-T-A responsible party: A. Carey.
Sub-task 1 dash 2. Execute Communications Strategy and Plan.
K-A-C project team lead: B. Bolger.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 274.
K-A-C project team estimated cost: $59,140.
V-T-A budget: Yes.
V-T-A responsible party: B. Alaniz.
Task 2. Implement Governance Process and Practices to Enable Transformation
Sub-task 2 dash 1. Continue Board Training on Duties and Responsibilities.
K-A-C project team lead: J. Nadler.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 290.
K-A-C project team estimated cost: $65,000.
Item-a. Plan, Develop and Conduct Board Workshops:
V-T-A responsible party: general manager and A&F Committee.
Item-a dash 1. Ethics and Leadership Camp.
V-T-A responsible party: V-T-A Executive staff and V-T-A Board.
Item-a dash 2. Sarbanes Oxley.
V-T-A responsible party: V-T-A Executive staff and V-T-A Board.
Item-a dash 3. Framework for Ethical Decision Making.
V-T-A responsible party: V-T-A Executive staff and V-T-A Board.
sub-task 2 dash 2. Develop and Implement Board Self Assessment Program.
Item-a. Develop a Board Self Assessment Program.
Item-b. Present the recommended Program to the Administration and Finance Committee.
Item-c. Work with the General Manager and Board Chair to implement the first annual assessment.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 64.
K-A-C project team estimated cost: $16,000.
V-T-A responsible party: general manager and V-T-A Board.
Sub-task 2 dash 3. Improve the Quality of Information that the Board Receives.
Item-a. Work with the Board Secretary to develop a new template for the Board package that is responsive to the Board's needs.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 40.
K-A-C project team estimated cost: $10,000.
V-T-A responsible party: board secretary and A&F Committee.
Sub-task 2 dash 4. Improve the Conduct of Board and Committee Meetings.
Item-a. Work with the Board Chair and the General Counsel and General Manager to review the conduct of Board meetings.
Item-b. Revise rules of procedure to reflect Board decisions concerning conduct of Board meetings.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 24.
K-A-C project team estimated cost: $6,000.
V-T-A responsible party: general manager, general counsel, and board chair.
Sub-task 2 dash 5. Administrative Code/Oath of Office.
Item-a. Revise the Administrative Code to reflect all Board decisions.
Item-b. Modify the Oath of Office to reflect regional decision making capabilities.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 8.
K-A-C project team estimated cost: $2,000.
V-T-A responsible party: general counsel and V-T-A board.
Sub-task 2 dash 6. Develop an Annual Work Program for the Board and its Committees.
Item-a. Work with the General Manager to develop the Annual Work Program for the Board and its Committees. Present the recommended Work Program to the Board Chair.
Item-a dash 1. Work with the appropriate Executive Staff to develop an Annual Work Program for each Standing Committee of the Board.
Item-a dash 2. Work with the appropriate Executive Staff to develop an Annual Work Program for each Advisory Committee of the Board.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 40.
K-A-C project team estimated cost: $10,000.
V-T-A responsible party: general manager, executive staff, board chair, board committee chairs, and board advisory committee chairs.
Sub-task 2 dash 7. Develop Board Orientation Programs.
Item-a. New Board Members.
Item-b. New Board Chair.
Item-c. Board Committee Chairs.
K-A-C project team lead: J. Nadler.
K-A-C project team level of effort: lead.
V-T-A Budget: Yes.
V-T-A responsible party: board secretary and board chair.
Sub-task 2 dash 8. Reduce the Number of Advisory Committees.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
V-T-A Budget: Yes.
V-T-A responsible party: J. Lawson.
Item-a. Work with the Policy Advisory Committee & the Technical Advisory Committee to consolidate the responsibilities, goals and objectives of the two committees.
V-T-A responsible party: Political and Technical advisory committees.
Item-b. Recommend to the Administration and Finance Committee a new mission, goals, objectives and work program for a new Policy Advisory Committee that consolidates the responsibilities of the Technical Advisory Committee into the Policy Advisory Committee.
V-T-A responsible party: administration & finance advisory committee.
Task 3. Implement Organizational Recommendations.
Sub-task 3 dash 1. Complete the Implementation of the Transformational Organization Structure.
K-A-C project team estimated hours: 396.
K-A-C project team estimated cost: $81,120.
V-T-A Budget: Yes.
Item-a. Engineering and Construction Division.
Item-a dash 1. Consolidate all Engineering and Construction functions (except S-V-R-T) into a new Engineering and Construction Division.
Item-a dash 2. Move Construction's contract accounting and payment processing functions into Fiscal Resources.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
V-T-A responsible party: J. Collins.
Item-b. SVRT Project Office.
Item-b dash 1. Recruit the S-V-R-T Program Office Director.
Item-b dash 2. Work with the S-V-R-T Director to create a S-V-R-T Project Office reporting directly to the G-M that has complete responsibility for S-V-R-T Project.
K-A-C project team lead: K. Antion.
V-T-A responsible party: general manager.
Item-c. Development & Congestion Management Division.
Item-c dash 1. Delineate C-M-A functions and consolidate into a single, identifiable department.
Item-c dash 2. Appoint a Deputy Director of Planning.
Item-c dash 3. Move Real Estate functions to Fiscal Resources.
Item-c dash 4. Merge Policy & Community Relations functions to Government Affairs.
K-A-C project team lead: J. Nadler.
V-T-A responsible party: C. Gonot.
Item-d. Administrative Services Division.
Item-d dash 1. Consolidate Human Resources functions and create HR department within Administrative Services Division.
Item-d dash 2. Transfer I-T Department to the Administrative Services Division.
V-T-A responsible party: B. Lopez.
Item-e. Operations Division.
V-T-A responsible party: D. Smith.
Item-f. Fiscal Resources Division.
V-T-A responsible party: J. Mikolajczyk.
Item-g. Develop and recommend norms for the conduct of business.
K-A-C project team lead: J. Nadler.
K-A-C project team level of effort: lead.
V-T-A responsible party: general manager.
Item-h. Evaluate staffing levels and operating budget requirements for departments.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
V-T-A responsible party: executive and senior managers.
Item-i. Select and appoint the new management team.
V-T-A responsible party: general manager.
Item-j. Implement transitional organization structure.
V-T-A responsible party: general manager.
Sub-task 3 dash 2. Real Estate Portfolio Management.
K-A-C project team lead: L. Colosi.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 88.
K-A-C project team estimated cost: $15,800.
V-T-A Budget: Yes.
V-T-A responsible party: J. Mikolajczyk.
Item-a. Request For Proposal (R-F-P).
Item-a dash 1. Develop a Scope of Work and R-F-P to procure services to strategically manage the acquisition and disposition of V-T-A real estate.
Item-a dash 2. Develop the evaluation criteria for the R-F-P.
Item-a dash 3. Develop contract terms and conditions for the R-F-P.
Item-b. Consultant Proposals.
Item-b dash 1. Solicit and evaluate consultant proposals.
Item-b dash 2. Negotiate price and contract terms and conditions.
Sub-task 3 dash 3. Implement Division and Program Specific Recommendations.
Item-a. Information Technology Recommendations.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
V-T-A Budget: Yes.
V-T-A responsible party: D. Beley.
Upgrade the SAP System.
Request For Proposal tasks.
1. Develop an R-F-P for consultant services to upgrade the SAP System.
2. Develop the evaluation criteria for the R-F-P.
3. Develop contract terms and conditions for the R-F-P.
Consultant Proposals tasks.
1. Solicit and evaluate consultant proposals.
2. Negotiate price and contract terms and conditions.
For I-T governance, assign separate T-S-C and T-W-G leadership.
Evaluate resource allocation and align existing resources with ongoing projects. Acquire additional resources where necessary.
Prioritize internal IT projects and ensure that they are aligned with major capital projects.
Design incentives to retain and recruit SAP professionals.
Hire and/or train staff with experience in the Agency’s key operational applications, such as Trapeze, and SCADA.
Update the I-T Strategic Plan.
Item-b. Administrative Services Division Recommendations.
Develop a Labor Negotiation Strategy in Preparation for Labor Negotiations.
A-T-U Attendance Program key areas.
1. Work Rules.
2. Wages.
3. Benefits.
K-A-C project team lead: L. Andrews.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 56.
K-A-C project team estimated cost: $9,660.
V-T-A Budget: Yes.
V-T-A responsible party: B. Lopez.
Make VTA a Better Place to Work key areas.
1. Establish and implement a performance management system.
2. Create and implement an Organizational Development Plan, making training a priority.
Revise and Implement the Executive Management Succession Planning Program.
Institute workforce planning processes that reflect current and projected workforce needs at all levels of the organization.
Revise Administrative Services policies and procedures to include new functional responsibilities.
Review Workers' Compensation focusing on loss control initiatives, vendor use, selection and management.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
V-T-A Budget: Yes.
V-T-A responsible party: B. Lopez.
Item-c. Operations Division Recommendations.
K-A-C project team lead: L. Andrews.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 80.
K-A-C project team estimated cost: $13,800.
V-T-A Budget: Yes.
V-T-A responsible party: D. Smith.
Consolidate Q/A and warranty functions in the Maintenance Engineering group.
Consolidate operations planning functions under one department.
Review the role and functionality of the Operations Manager position.
Evaluate operating smaller trains and/or increasing the number of single cars operating during off peak periods.
Integrate Operations staff more fully into the C-O-A.
Paratransit Area Recommendations.
Develop a general plan for improving the information flow and working relationship between V-T-A and OUTREACH.
Audit financial records and databases to ensure that resources are being used efficiently, as allowed by the Agreement between V-T-A and OUTREACH.
Work with OUTREACH to ensure OUTREACH’s current reporting & invoicing processes are providing V-T-A with the information it needs when it needs it.
Revisit the Paratransit Business Practice Improvement Plan to identify opportunities for further expense reductions.
Security Area Recommendations.
Fill the Chief of Protective Services position.
Move responsibility for grant application & grant management out of protective services department.
Renegotiate security contracts with Santa Clara County Sheriff's and Securitas.
Analyze protective services staffing and deployment.
Service Planning area recommendations.
Consolidate the service planning functions under one department.
Produce regular updates regarding the Service Management Plan as an element of the quarterly Transit Operations Performance Reports.
Set productivity standards for light rail service and include these performance measures, by line, in the quarterly reports.
Contracted Services area recommendations.
Perform a comprehensive review of all contracted services and assess the impact of these agreements on internal staff, funding and daily operations.
Review negotiating procedures and set goals/standards for similar contracts.
Ensure that appropriate contractual obligations for data collection, reporting, meeting attendance are in place and being monitored and fulfilled.
Item-d. Engineering and Construction Division Recommendations.
Develop, document and implement a Project Delivery Model that requires collaboration between all divisions.
Update the Construction Division Administration Manual to include current organization structure, roles, responsibilities, policies and procedures.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 56.
K-A-C project team estimated cost: $14,000.
V-T-A Budget: Yes.
V-T-A responsible party: J. Collins.
Item-e. Procurement recommendations.
Review and revise contract evaluation process and procedures.
Implement vendor scorecards to help staff monitor suppliers and communicate issues to suppliers.
Task 4. Develop Strategy with the General Manager on Transformation Program Initiatives.
K-A-C project team lead: K. Antion.
K-A-C project team level of effort: lead.
K-A-C project team estimated hours: 128.
K-A-C project team estimated cost: $32,000.
V-T-A responsible party: general manager.
Phase 2 Totals:
K-A-C project team estimated hours: 1,696.
K-A-C project team estimated cost: $370,660.
End of table.
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