CDOT Performance Data Business Plan - Cambridge Systematics

Appendices
The two most important delivery measures are on-time and on-budget:
Options for on time include obligating money (same as advertising project), starting
project, and completing project. Highest priority for CDOT is advertisement date
(consistent with previous interview).
Public is most interested in: contract estimated completion, actual completion and
reason for difference. The following should be measured: 1. How well did CDOT do
the estimate? 2. Was it met? 3. Reasons if not.
Good milestones to track would be: 1. Is budget set up before going to bid? 2. Was
there a change in budget after bid? 3. If changes occurred – are they justified? 4.
What was the final budget? The fundamental data is already in SAP to track these 4
– the dates just need to be tightened.
The ideal on-time budget would have thresholds for “on-time” that vary by project
type. For example, a resurfacing project could be 1 month within the ad date, while
a bigger project could be 2-3 months.
The target for an on-time measure based on ad date should not be 100 percent. This
would indicate that staff is too conservative in their estimates. For this measure, a
tight definition and process for when/how to calculate it are critical. For example,
on time could be defined as project ad within 30 days of current ad date. An ideal
measure might be project-based, e.g., percent of projects on-time, or percent of
projects on-time weighted by project cost.
General
An audit of PMs was conducted and it was found that the data was not checked.
CDOT needs to do better measuring program level and connection between federal and
financing (e.g., how was money spent and what did we get for it?).
Need set rules in place for commonly reported data – e.g. there are different ways of reporting
(centerline miles, lane miles, two directions etc.).
Need an annual “publication” from IRIS to send to SAP.
Need to be able to drill down on measure so a person can see how their performance objectives
link to those of the work unit, division and Department.
Reporting needs to be more outcome oriented (e.g. rather than focusing on whether a bid was
on time – what was the quality of the work?
Regions
There appears to be a disconnect between project decisions made in regions and the
performance measures reported by CDOT. It is important for regions to buy into future
measures and feel a sense of accountability for them.
It is a good idea to break down the measures by region. The more information, the better for
the decision makers.
Cambridge Systematics, Inc. D-5