Body: Council Type: Document Meeting: Regular Date: 2019 Collection: Agenda Attachments Municipality: Frontenac County
[View Document (PDF)](/docs/frontenac-county/Item Attachments/Agenda Item/2019/October/10 a.m. to 12:30 p.m. Regional Roads (Bruce Peever and Anne Lindsay, KPMG)/Frontenac County Roads Project Charter vFNL.pdf)
Document Text
Frontenac Regional Roads Network Draft Project Charter October 11, 2019
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Project Overview – Background and Charter Project Charter • The purpose of this charter is to ensure clarity of expectations between consultant and client. • This charter contains information on project objectives, governance, team, work plan, and project management.
Project Objectives – How will we define success? The County of Frontenac has sponsored an initiative to create a Regional Roads Network (RNN) that will enable it’s member Townships to: • Collectively apply for infrastructure grants • Coordinate priority setting and procurement • Develop and manage the asset management plan for the RNN; and • Provide recommendations to roads authority on the above The County of Frontenac is considering two delivery models for the RNN – a model using contracted engineering with limited County involvement, and a model where County resources directly support the delivery of the RNN. KPMG has been engaged by The County of Frontenac to undertake review of each delivery model and perform an analysis on the merits of each option. The overall goal of the project is to present County and Township Councils with a business case for the preferred option, a high level implementation plan, and a 5 year pro-forma budget for the new Regional Roads Network.
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Project Overview – Scope, Deliverables and Timing Project Drivers - Why are we doing this, what problem do we want to solve? • Since 1996-1997 when Frontenac County was restructured, responsibilities for the road network has resided with the Townships. • An analysis by the County in April 2019 determined The County and the Townships have received $3 to $5 million less in grant funding when compared to neighbouring municipalities. • Frontenac is only ahead of the County of Hastings in spending per lane kilometres, but has the highest percentage of road expenditures when compared to total disbursement. Moreover, Frontenac has the lowest dedicated roads reserve, putting the County and it’s member Townships in significant risk.
Project Principles – What is Important to Us? • The knowledge and expertise of The County of Frontenac and Township staff will be fully engaged and built upon, to arrive at recommended actions through a transparent, participative and inclusive process facilitated by the consultant. • The aim is to, wherever possible, transfer knowledge and necessary “tools” to Township and County employees to enable them to better develop their own solutions to operational and process issues and challenges over time. • Opportunities and recommendations will be based on leading practice from other municipalities comparable to the County of Frontenac, with specific focus on the County of Lennox & Addington model of delivery.
Project Timing • The project will commence on October 11, 2019, and will be completed when the final report is submitted to the County Councils in January 31, 2020.
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Project Overview – Scope, Deliverables and Timing Scope & Deliverables • Phase One: Project Initiation •
Project Sponsor / Project Manager Meeting
•
Kick Off Meeting with Project Team
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Deliverables – Confirmed Project Charter/Plan, Project Structure and Approach, Project Schedule and Milestones, Communication Plan and Engagement / Consultation Plan
• Phase Two: Current State Review •
Documentation Review – prior regional roads reports, council reports and recommendations, budgets and financial information returns
•
Stakeholder consultation in the form of Interviews with key County and Township leadership (e.g. CAO’s, Treasurers, Public Works Managers, etc.)
• Phase Three: Analysis •
Following the current state review, KPMG will analyze the two preferred delivery options: •
A model using contracted engineering with limited County involvement
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A model using Country resources to support the deliver of the RNN
•
In depth review of the Lennox & Addington County model for regional transportation service delivery, including interviews with L&A Public Works Director and CAO
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5-year pro-forma budget for each option
•
Half day working session with the Project Team to select the preferred option
•
Deliverables – Full Analysis of Each delivery option, 5-year pro-forma budget for each option, half day working session with The Project Team
• Phase Four: Final Report and Presentation •
Develop final business case for the preferred delivery model and high level implementation plan
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Issue draft report to Project Team for review and feedback in half day working session the week of December 16th, 2019
•
Present final report to the collective Councils of the County and Townships
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Deliverables – Final business case and implementation plan for preferred option, draft report review in half day working session with The Project Team, Presentations to County and Township Councils © 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Project Charter Project Phases
October
October
Project Initiation
Current State Review
• Kick Off Meeting • Project Charter/Plan • Schedule and Milestones • Communication / Engagement Plan
• Documentation Review • Stakeholder Interviews
November
December
Analysis
Final Report
• Delivery model options analysis • Lennox & Addington Interviews and review • 5 year pro-forma budget for each option • Working session with Project Team to select delivery model
• Half day working session with Project Team • Final business case and implementation plan for preferred delivery model • Presentation to Councils
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Dates of Project Meetings Project Meetings
Date
Project Kick Off Meeting
October 11, 2019
Stakeholder Interviews with key County and Township leadership
Week of October 21st
Interviews with The County of Lennox & Addington
Week of October 28th
Project Team Working Session to select preferred delivery model
Week of November 18th
Project Team Working Session to finalize draft report
Week of December 16th
Presentation to County and Township Councils
January 2020
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Governance Structure Project Sponsor Ron Higgins
Project Team
Project Manager
Project Team
Neil Carbone Darlene Plumley
Kelly Pender
Cheryl Robson Cathy MacMunn
Project Management and Execution Project Partner
Bruce Peever
Project Manager
Anne Lindsay
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Project Management Project Team • The Project Team is the key body within the governance structure that is responsible for guiding and monitoring the project on behalf of the County of Frontenac.
Project Sponsor • The Project Sponsor is the individual or body with overall accountability for the project. The Project Sponsor is the champion for the project and provides the necessary leadership to achieve the project’s goals.
Project Manager • The Project Manager co-ordinates the project to ensure that it stays on budget and schedule and that the consultant has the necessary information and support to complete the analysis and provide recommendations.
Bi-weekly Status Reporting • The KPMG project team will submit to the project manager a brief status report, based on the format presented in the following slide, every two weeks • The status report may be followed up with a brief phone call should there be any risks or issues that need to be addressed.
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Status Reporting – Sample for Il ustrative Purposes
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
Deliverable Acceptance Process Assumptions The resources, scope, timeline and estimated fees are based on the assumptions provided below. a. The County’s Project Sponsor will formally sign off on project deliverables. b. The Project Team will operate as an integrated team and all project related meetings and correspondence will include both The County and KPMG personnel as appropriate. c. Communication with The County Project Manager will be open and direct with relevant information made readily accessible. d. Both The County and KPMG must agree to additions or changes to the scope of this engagement, deliverables or assumptions, in writing, through a documented change order request. e. The County will provide prompt review of project deliverables. To the extent that The County does not provide notice of its rejection or acceptance of a project deliverable within a ten (10) business day period, then such project deliverable shall be deemed to have been accepted by The County. f. When decisions are required, The County will provide prompt decisions. The lack of timely and responsive reviews and decisions may adversely impact the project plan and may lead to project delays and/or increased fees and expenses. g. KPMG assumes that The County leadership team will resolve business, functional, and technical issues escalated by the Project Sponsor within a two business day period. h. All KPMG resources will be dedicated to the effort as described in the Project Charter. i.
The ability to meet project timelines depends in large part on the availability of County resources as outlined in the Project Charter. Inability to schedule resources for workshops, meetings or reviews as outlined may result in project delays, as well as potential fee and expense increases.
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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Regional Roads Network
KPMG Project Team Bruce Peever Partner
905-523-2224 bpeever@kpmg.ca
Anne Lindsay Project Manager
613-541-7499 annelindsay@kpmg.ca
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
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kpmg.ca
© 2019 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.
