1. Weekly Risk Report & Performance Metrics

2. Value-Based Project Delivery
Contract
Award
Becoming more efficient in 3 ways: Objectives of each Phase
Differentiate Expertise: value proposition (plan, people, price)
Pre-Planning Before Award: focused on operational risk & clarification
Performance Measurement: positive accountability & sustained performance
Impacts tracking = this Is what gives you sustained performance

3. Value-Based Project Delivery
Filter 1
Proposal
Evaluations
Filter 2
Interview Key Personnel
Filter 3
Prioritization
(Identify
Best Value)
Filter 4
Cost
Reasonableness
Check
Filter 5
Pre-Award &
Clarification
Project Execution
Risk Reporting & Close Out Rating 1 1 2 2
Contract Award 3 3
FILTERS 4 4
Evaluation Criteria
Price / Cost / Fee
Project Capability
Risk Assessment
Value Added
Past Performance
Information (PPI)
Pre Award Activities
Training
Kickoff Meeting
Planning &
Clarifying
Summary Meeting
Project Execution
- Weekly Risk Report
- Director Report
- Performance Meas.
- Close Out Ratings
Short List
prior to
Interviews
(if necessary)
Total Evaluation Scores are determined
Logic check to confirm Selection of the potential Best Value Proponent
Copyright Arizona State Univ. 2013

4. Project Management
Common Service Delivery Challenge - Sustaining Performance
Weekly Risk Report
Tool for documenting risk that impacts the project
Measurement in terms of cost, schedule, and client expectation
Performance evaluation
Client closeout evaluation of vendor performance
Updates Past Performance Information

5. Weekly Risk Report

6. What is the Weekly Risk Report?
The Weekly Risk Report, or WRR, is a project measurement tool that:
Contains a summary of the original project plan with known potential risks (RMP)
Tracks all project deviations (risk) from the original contract plan
Tracks the resolution & responsibility of each risk
WRR is filled out by Vendor, weekly
Even if there are no risks to report, it is still submitted
The WRR is not a action items list, meeting minutes tracker, or a “whoopsies report”

7. Definition of a risk
A risk is anything that impacts money, time, or the expectation

8. Weekly Risk Report System
Excel Spreadsheet that is setup by the Client and sent to the vendor once Award/NTP has been issued
Vendor must submit the report every week (Friday) until project is complete 8 8 8

9. Purpose of the WRR Purposes Client Benefits Vendor Benefits
Identifies performance of a project
Identifies and summarizes all project risks
Identifies why risk, cost impact, and/or delays occurred
Identifies who caused the risks
Complete documentation of risk & resolutions
Client Benefits
Weekly analysis of project(s)
Dominant information for each project’s status
Easy analysis for areas of improvement
Helps drive accountability
Used to measure performance of entire organization
Vendor Benefits
Allows vendor to document all impacts to cost/schedule
Allows vendor to document unresolved issues (client included)
Allows vendor to document all client decisions/changes/directives

10. Measurement of Deviation from the Expectation Management by Risk Minimization
Unforeseen Risks
PROJECT PLAN
Risk
Risk Minimization
Schedule
WEEKLY REPORT
Risk
Unforeseen Risks
METRICS
Time linked
Financial
Operational/Client Satisfac.
Environmental
PERFORMANCE SUMMARY
Vendor Performance
Client Performance
Individual Performance
Project Performance

11. Example Weekly Risk Report
We will now review the actual Weekly Report file.

12. Using the WRR in a Meeting
Best Practices for Weekly Meetings include:
Vendor conducts meeting
Vendor sends out WRR and meeting agenda 2 days in advance (minimum)
Agenda sent out in the body of an , with individual names identified for updates
(People don’t open the WRR)
Participants inform Vendor of items they would like added to the agenda
Vendor sets final agenda
Sample meeting agenda
Review project plan / schedule and current status
Review Unresolved Risk
Status – updates from responsible parties
Actions needed (identified by person)
Review any New Risks
Address other agenda items
Open Forum
Adjourn

13. Sample Email for Agenda

14. Example of a Risk Resolution ASU Academic Calendar Change
Information received somehow
ASU informs Aramark of the academic calendar change
Vendor assess information if it is a risk (if it is not obvious)
Initially ASU did not think this was a risk
Aramark thought it was
Vendor’s responsibility to show that a risk is a risk
Aramark maps out calendar and clearly shows additional days of services required
Calendar change is a risk as the meal plan pricing has already been set before the additional days of service were added (same price for more services – negative impact to Aramark)
Vendor-Lead contacts Client-Lead, preps for risk, lets them know it is coming
(the first time the client finds out about a risks should not be on the WRR)

15. Consultant Feedback Debriefs in Edmonton (February 2013)
Weekly Risk Reporting
“It’s a very streamlined process. We put what we need into the weekly risk report and it’s given to us”
"We’ve now implemented [the weekly risk report] system on every job"
"We found that if somebody saw their name on that report, they wanted to get their name off very quickly. So distributing that to the team ... put the onus on to everybody to do their job"

16. Director’s Report

17. Program Report Vice President Director Director 1
Procurement Officer 1
Director 2
Procurement Officer 2
PM 1
PM 1
PM 2
PM 2
PM 3
PM 3
PM 4
PM 4
Contractor 1
Contractor 3
Contractor 9
Contractor 4
Contractor 2
Contractor 6
Contractor 7
Contractor 8
Contractor 3
Contractor 1
Contractor 7
Contractor 9
Contractor 4
Contractor 8
Contractor 2
Contractor 2

18. Directors Report Analysis
Directors Report can provide analysis and performance of:
Individual Projects
External Contractors
External Designers
Client Project Managers
Client Procurement Officers
Other Internal Staff (Codes/Permitting)
Client Directors
Selection Process (LB/BV)
Delivery Method (DBB, DB, CMAR)
Entire organization 18

19. Report – Overall Program

20. Report - Directors

21. Report - End Users

22. Report – Internal PM’s

23. Report - Contractors

24. Report – Yearly Analysis

25. Report – Top 10 Riskiest Projects

26. Report – Analysis of Risks

27. Research from Contractor Delays
Contractor Risks %
Delivery of Materials Delayed
28%
Installation errors
26%
Incorrect material ordered or delivered
11%
Alteration of installation needed 9%
Manufacture didn't have sufficient materials
Misunderstanding of Construction Documents 6%
Door Frames incorrect size 4%
Soil compaction 2%
52%
of risks due to errors in materials delivered

28. Performance Metrics

29. The Power of Performance Information
Must be simple and dominant
Criteria
Year 1
(From Incumbent)
Year 2
(From Year 1)
Year 3
(From Year 2)
Year 4
(From Year 3)
Sales
14% Increase
11% Increase
24% Increase
13.5% Increase
Commission
23% Increase
6% Increase
20% Increase
22% Increase
ASU Management Requirement
Reduced 79% --
Student Satisfaction
37% Increase
1% Decrease
9% Increase 
3% Increase
*Data from ASU Dining Services

31. Performance Metrics Importance of Baseline Comparisons
What defines that you are doing “a good job”??

32. Comments / Questions
W W W . P B S R G . C O M