PSOMAS 7 - 2016 - Laserfiche WebLink

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Trask I - Project Initiation and Management 1.1 Project initiation — Psomas will facilitate a project kickoff meeting with the PWA's project team to review objectives and approach, document project success factors, and identify stakeholder groups to participate in the needs assessment interviews. Psomas will review and finalize the work plan, project management plan, quality control plan, acceptance criteria, and project communication plan. 1.2 Project management — Based on Psomas' project management manual and standard procedures, Psomas will perform the following project management activities: • Conduct weekly progress and quality review meeting with Psomas internal team • Facilitate bi- weekly progress meeting with core project team Maintain bi- weekly action item worksheet * Maintain project web portal and associated resources • Maintain and update project work plan (schedule and budget with cost -to- complete estimate) • Generate monthly project status report and invoice 1.3 Project closeout — Also based on Psomas' project management manual and standard procedures, Psomas will perform the following project closeout activities: Compile all project deliverables into transferrable formats a Conduct final deliverables review presentation to appropriate project stakeholders * Deliver three (3) hard copies of all project deliverables, in color, and bound with a protective cover * Deliver one (1) copy of each document in Microsoft 2013 format on a USB flash drive and DVD * Submit and sign final Acceptance Memorandum Conduct post - project review meeting with PWA's project learn P S O M A S Deliverables: * Kickoff meeting and meeting notes (MS Word, PDF) BI-weekly project status meetings and action items list (MS Excel) Monthly written project status reports (MS Word, PDF) * Final deliverables package (Hardcopy, MS Word) Task 2 - Needs Assessment Psomas will use several methods to gather and review information from PWA participants that will be used in subsequent tasks. These information gathering techniques will include: Review pertinent documentation including existing plans, standards, and guidelines for GIS management, operations, and maintenance activities Deploy pre.-Interview survey to gather necessary information from PWA participants Facilitate functional group interview sessions Conduct GIS workflows definition, mapping, and engineering sessions ® Perform email and phone follow -up communication to clarify interview information Document and distribute aggregated needs assessment report 2.1 Research and review existing environment — Psomas will gather information and evaluate business and operational needs for each functional Division within the PWA. These include: Engineering, Water Resources, Maintenance Services, PWA's executive management, and other groups that impact operations, such as Information Technology or advisory bodies, 2.2 Conduct pre - interview survey — The needs assessment will begin with a request to each Division to participate in a pre - interview survey to document their core business areas, current operational activities, standards used, defined procedures, data ownership, technologies used, and unmet needs in performing their responsibilities. This easy - to -use survey provides an efficient means