In addition to staff from PATH and Caltrans District 7, the following agencies are expected to provide project support by assigning existing staff members to assist Caltrans District 7 and PATH with project tasks: Caltrans Headquarters Metro Los Angeles County Department of Public Works City of Pasadena City of Arcadia City of Duarte City of Monrovia The staff management process for the project consists of the following five elements: Staff planning – Staffing needs estimate for each phase of the project. Staff acquisition – Staff assigned to the project or hiring of new individuals to support project activities Staff training – Project training to ensure that staff have an adequate understanding of the project goals and objectives and their assigned duties Staff tracking – Staff performance monitoring Staff transition – Processes to address the staff transition between groups when needed, as well as the appropriate replacement of departing staff Each of the above elements is described in more detail in the following subsections. Estimated staff requirements will be analyzed for each phase of the project at a high level using the Work Breakdown Structure defined in Section 5.4. For each task, initial staffing needs will be determined based on an analysis of required activities and the expected task duration. To ensure that no individual is detailed staffing analyses may be conducted. To ensure that current and scheduled staffing assignments remain adequate, a project needs analysis will further be conducted every quarter. Based on the results of this analysis, appropriate staff adjustments will then be made to ensure that committed deliverables will be met. Staffing needs that cannot be addressed using existing resources may create a need for PATH or Caltrans to hire new staff members or contract with consultants to support specific project activities. Should new individuals be hired, hiring processes already in place at the University of California and Caltrans will be followed. This will require developing position descriptions and minimum qualifications, posting job descriptions for a certain amount of time, and evaluating the suitability of the respondents.
E – LEVEL 1 - RISK REGISTER Project Name: Connected Corridors Pilot D7/HQ Project Manager Nick, Allen, Joe Risk Identification Risk Rating Risk Response Status ID # Type Organizational Title Risk Statement Current status / assumptions Priority Rating Rationale for Rating Strategy Response Actions Risk Owner Updated 1 Threat Organizational Caltrans Personnel As a result of Caltrans personnel not being available to fill critical roles in the CC pilot, the pilot will fail High Current experiences indicate that personnel are explicitly stating that they will not fulfill the personnel requirements. Mitigate Clearly identify the foles and the personnel who will fill them. Ensure those personnel agree to the roles. PATH to provide backup where roles are not filled. PATH/Caltrans D7/Caltrans HQ (Lisa, ??, Nick) Active 2 Threat Organizational Education, Training and Culture As a result of Caltrans personnel not having the proper technical and cultural education and training the CC pilot will fail Medium As the people who will fill certain roles are not identified there is a real risk that they will not have the proper education and training Mitigate Provide education and training to personnel. PATH to provide backup expertise. PATH/Caltrans D7/Caltrans HQ (Lisa, ??, Nick) 3 Threat Organizational SHOPP Funding As a result of the possible need for SHOPP funding for a number of software items there is a risk of those not being funded in time Medium SHOPP funding is difficult to get quickly Mitigate Funding allocated for ATMS. Still needed for PEMS. Caltrans D7/Caltrans HQ (Ali, Nick) 2/9/2017 4 Threat Organizational ICM 3 Funding As a result of the next PATH contract not being funded personnel will not be available for the pilot launch and the pilot will fail Medium There is always some risk with new contracts and the funding of these contracts. No contract has great impact and cannot be easily mitigated. Accept Allocate funding, ensure executive support and follow through on process PATH/Caltrans D7/Caltrans HQ (Joe, Nick)
5 Threat Organizational Turn over As a result of the loss of champions or experienced personnel the project will either fail or be delayed High New personnel in multiple management positions Mitigate Ali and others to assist with ensuring importance of I-210 to interim and new positions at HQ Caltrans and PATH 12/5/2016 6 Threat Organizational POC Partners unwilling As a result of a lack of a clear path to potential revenue our partners will not be willing to participate in our POC Medium This is what they are telling us and it makes business sense Mitigate Really plan out how these systems will be used state wide Caltrans(Nick) 7 Threat Construction I-210 Construction The I-210 will be under construction and this could heavily disrupt sensing and normal traffic patterns High Construction is likely to occur and difficult to mitigate Mitigate Temporary sensing and good planning Caltrans D7 (Raphael) 8 Threat Hardware Call for Projects Hardware As a result of the Call for Projects hardware portion not being delivered on time the CC launch date will slip High There is not a solid resourced plan in place Mitigate Management focus Caltrans D7 (Allen) 9 Threat Hardware I-210 SHOPP project As a result of the SHOPP project not being delivered on time the CC launch date will slip Medium Not possible to obtain a schedule showing delivery dates of required hardware Mitigate Management focus to help obtain a schedule Caltrans D7 (Rafael) 10 Threat Data City Data Quality As a result of poor data quality for city data the DSS will not function correctly and the goals of the project will not be met Medium This is unknow but current numbers need to improve. Mitigate Ensure there is focus on this by stakeholders (Anthony, Shafique) 11 Threat Data I-210 Data Quality As a result of poor data quality for the loop data the DSS will not function correctly and the goals of the project will not be met Medium It has been a difficult task requiring continuous senior management focus to make small incremental progress Mitigate Ensure management stays heavily involved PATH/D7 (Anthony, Shafiquel)
12 Threat System Integration System Integration Conflicts As a result of the complexity of the integration requirements the 210 system will not be completed on time Medium Years of experience have taught us that complex integration projects often have unexpected occurrences Accept Ensure proper resources and focus are placed on the project by management at all stakeholders PATH (Joe) 13 Threat System Integration System Integration Timing As a result of the timing requirements for integration the 210 system will not be completed on time High There are two challenges here. 1) Data will arrive so late it is difficult to integrate it correctly. 2) The data hub may hit some challenges that mean we cannot load it with data early enough to integrate the data correctly Accept Ensure proper resources and focus are placed on the project by management at all stakeholders PATH (Joe) 14 Threat AMS Rules Engine As a result of inadequate coordination, the rules engine will not be shared across programs and may not work correctly resulting in improper response plans or the need to delay the launch Low There is risk when two programs need to work together and there is little communication. There is also risk due to future procurements Mitigate We have decided to not merge the DSS/Rules Engines of the two programs (Joe, Allen, Dan) 2/9/2017 15 Threat AMS Code Sharing As a result of inadequate sharing of code among Caltrans systems and vendors the system may not work correctly resulting in improper response plans or the need to delay the launch Low Current experience Mitigate PATH has received the needed code. PATH/D7/HQ (Joe, Allen, Mike J) 2/9/2017 16 Threat AMS Routing As a result of inadequate or ineffective signage and messaging motorists do not follow our recommendations Medium Unknown risks with a high potential for disrupting our success. Would like more signs on freeway. Accept Commission a study on this and look at the recommendations PATH (Joe)
17 Threat AMS Routing As a result of inadequate partnerships with 3rd party information providers, motorists do not follow our recommendations Medium Current problems exist already in the corridor Mitigate Start discussions with 3rd Party providers Caltrans (??) 18 Threat AMS Signal Timing Plans As a result of inability to agree or generate signal timing plans the launch date of the pilot may slip. Medium This has been a point of contention in the past Accept Continue to work this PATH and all core stakeholders (Francois) 19 Threat Software IEN - Signal Control As a result of delivery dates for the IEN, signal lights will not be able to be controlled and we will slip the launch date Medium We have decided to not use the IEN. Mitigate We have decided to not use the IEN for the pilot. Now the risk moves to obtaining an alternative. (Joe, Allen, Jane) 2/9/2017 20 Threat Software IEN - CMS Control As a result of delivery dates for the IEN, local wayfinding signs will not be able to be controlled and we will slip the launch date High We have decided to not use the IEN but still need to determine a solution for wayfinding signs. Mitigate Strong management focus (Joe, Allen, Jane) 21 Threat Software Call for Projects Software As a result of the Call for Projects software portion not being delivered on time the CC launch date will slip Medium There is not a solid resourced plan in place Mitigate Management focus Caltrans D7 (Allen) 22 Threat Software Data Hub As a result of the data hub not working the launch will be delayed High High because of critical component, timing requirements, small funding risk and normal software risks. Mitigate We are highly focused on delivering this on time. PATH (Brian) 23 Threat Software PEMS As a result of PEMS not being updated the project will not be able to properly measure or visualize results Medium There seems to be some questions at HQ regarding the general way in which these requirements should be met. Mitigate Caltrans to answer Caltrans HQ (Raj)
24 Threat Software Purple Box As a result of the Purple Box functionality not being delivered the launch date will need to slip High Criticality, complexity, potential contract issues. Mitigate Meet with vendors and work out an acceptable strategy PATH (Joe) 25 Threat Software Resources As a result of turnover, inability to hire critical resources and the general competitiveness of the market the project may slip Medium Experience Mitigate Continue good management, line up small consulting contracts that can be expanded in an emergency. PATH (Brian)