Cover photo: From the conference room between the Oregon State Police Northern Command Center and the Oregon Department of Transportation Northwest

Transcription

1 NOVEMBER 2015 MONTHLY PROGRESS REPORT

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3 Cover photo: From the conference room between the Oregon State Police Northern Command Center and the Oregon Department of Transportation Northwest Transportation Operations Center, the console cutover team coordinates each dispatch center switch to the new Pantel console and logging recorder system. From left are Eric Vargas (ODOT), Nathan Renner (Pantel), Mat McDonald (Pantel), Richard Wilson (ODOT), Kurt Chandler (ODOT), Lisa Strader (ODOT) and Nancy Hall (AECOM).

4 State Radio Project MONTHLY PROGRESS REPORT PROJECT AND GOALS UPDATE In October, the State Radio Project console project team began the carefully planned cutover process for the Oregon Department of Transportation and Oregon State Police dispatch centers. The team switched over one center at a time to the new Pantel console system to ensure the system functioned correctly before moving on to the next. Dispatcher training on the new system occurred before each cutover. Every dispatch center received a detailed individual cutover plan with two implementation teams, one at the dispatch center and one at the Oregon Military Department s Anderson Readiness Center in Salem, which houses the backroom equipment. Each plan includes ODOT Wireless Communications Section technicians on site to move the consoles into position and troubleshoot any issues and a technician on call around the clock during the 48-hour cutover period. On Oct. 6, the console project team kicked off the cutover process at ODOT s Transportation Management Operations Center in Portland. The dispatchers easily integrated into the new system with very few problems, said Brent Atkinson, TMOC incidence response supervisor. They were able to get used to the system before it went live, and the feedback I received from them after cutover was mostly positive. By all accounts the transition went smoothly at TMOC. One minor holdup involved the phone company and the process of transferring phone lines, but the rest of the process went as planned. The dispatchers at TMOC appeared to move from the old Gold Elite to the Pantel system so seamlessly that from my viewpoint you could hardly tell that anything had happened, said Lisa Strader, ODOT State Radio Project assistant manager. Three more dispatch centers switched over by the end of the month: OSP Northern Command Center, OSP Southern Command Center and ODOT s Southern Transportation Operations Center. Pantel staff was onsite during each cutover to answer questions and resolve minor issues. A couple bigger issues also surfaced, and Pantel is working on solutions. One issue involves the instant replay recorder. If a dispatcher is listening to a recorded call, it overrides a new incoming call. Dispatchers need other audio to get through even when they are listening to a recording. Another issue concerns network usage with the logging recorder. We talk about network usage a lot for all the different pieces of the project because there is only so much bandwidth available, Strader said. For a period of time on one day, the logging recorders used double the expected bandwidth. It hasn t occurred since, but we are closely monitoring network usage. Team members suspect it could be because two officer-involved shootings occurred during that week and staff played back the recordings, which could have overloaded the system. But because we don t know exactly what happened, the project team is testing to see if it can be replicated. Other small modifications to the system could make dispatchers jobs easier and more efficient. Some are punch list items that Pantel is under contract to fix, and some are things that ODOT Wireless can adjust. The console team will prioritize the list of possible improvements and accommodate as many as possible. INFRASTRUCTURE I n October, work continued on several sites, including Applegate Butte and Medicine Mountain in Klamath County and Sugar Pine in Deschutes County. The project issued notice to proceed for Santiam Junction in Linn County and Wilson River in Tillamook County. At Applegate Butte crews installed the roof on the new concrete shelter. Medicine Mountain work included tree removal for a clear microwave path, and Sugar Pine received a new HVAC system, and interior electrical and November 2015 No. 62 Page 1

5 MONTHLY PROGRESS REPORT State Radio Project grounding improvements. Medicine Mountain reached substantial completion in October along with Adel Remote, Picture Rock and Round Pass. The Snow Peak site in Linn County was decommissioned, which involved the removal of fencing, the tower and foundation, and the propane foundation. Crews salvaged the 500-gallon propane tan, and performed backfill and restoration of the site. NARROWBANDING T he radio project met the required Federal Communications Commission mandate to transition to narrowband operations ahead of the November 2013 deadline. Work on several narrowbandingrelated items, including antenna installations, office remotes and power system upgrades, and construction of a number of infill sites will continue through CONSOLIDATION T he radio project goal to consolidate the ODOT and OSP wireless communications systems into a single unit and allow for shared efficiencies and integration between the existing state systems is complete. OSP staff, communications sites and communications systems were consolidated with ODOT as of July 1, The work to transfer the OSP sites to ODOT is complete. INTEROPERABILITY T he State Interoperability Executive Council Technical Committee reviewed applications from public safety radio system entities for use of the radio project s budgeted interoperability funds. The committee is preparing recommendations and will present them to the SIEC at the November quarterly meeting. The Oregon Department of Justice is reviewing the request for proposals for a statewide interoperability survey. PROJECT PROGRESS The total budget for the radio project is $229,991,920. Less expenditures from the previous biennia and those expended by the Oregon Wireless Interoperability Network program, or OWIN, the remaining budget is $175.1 million. The work components necessary to launch the revised State Radio Project include project management, narrowbanding, microwave modernization, trunking, tactical interoperability and partner obligations. The budget and schedule for the project s active components are provided in the State Radio Project monthly dashboard; supplemental information in this report is based upon the work breakdown structure detailed in the State Radio Project s Project Management Plan. WBS 1.0 PROJECT MANAGEMENT SUMMARY Project management consists of those elements that are projectwide and affect all other WBS sections. For WBS 1.0 Project Management, 96 percent of the total budget has been expended to date. Page 2 November 2015 No. 62

6 State Radio Project MONTHLY PROGRESS REPORT ASSET MANAGEMENT Microwave equipment was delivered from the warehouse during October for Adel Remote, Applegate Butte, Bear Mountain, Burns Butte, Burns Maintenance, Cabbage Hill, Elkhorn, Halfway Hill, Hoodoo Butte ATC, Howard Butte, Klamath Falls, Lime Hill, Picture Rock, Round Pass, Table Mountain Jackson, Tillamook Head and Wampus Butte. Low-band radio equipment was delivered from the warehouse for Grizzly Mountain and Stephenson. Asset management staff continues to work with the radio project s Finance and Financial Services staff to reconcile site expenditures. The asset management team is working to move the majority of the State Radio Project warehouse inventory to ODOT buildings in Salem by Dec. 1. Staff continues to work closely with ODOT Surplus to recycle and surplus decommissioned equipment that has been returned from sites. CHANGE MANAGEMENT There are two types of change requests, administrative and formal. Administrative changes are those that do not affect the project s baseline scope, schedule or budget. Formal changes are those that affect those project baselines. During October, 11 change requests were processed and approved. September 2015 October 2015 Total to date Administrative Formal Total The following table represents the value of the project s contingency budget at the end of the two most recent months. The change noted is due to approval of formal budget changes executed in October. September 2015 October 2015 Total Change Contingency budget, end-of-month value $3,944,197 $2,761,190 $(1,183,007) COMMUNICATIONS MANAGEMENT Communications staff provided the following project information/materials during October: Produced October 2015 Monthly Progress Report Produced October 2015 Project Dashboard Produced October 2015 Key Project Facts sheet Updated project website on Oregon.gov November 2015 No. 62 Page 3

7 MONTHLY PROGRESS REPORT State Radio Project Distributed project information notices via GovDelivery Provided update on radio project activities to ODOT public affairs staff QUALITY MANAGEMENT The following table is a snapshot of the past two Quarterly Project Status and Improvement Reports issued by Public Knowledge. Second quarter 2015 Third quarter 2015 Overall risk the project will not meet scope, budget or timing goals High High Total number of risks identified during the review period 13 5 Total number of high-rated risks identified during the review period 2 0 In addition to reporting risk findings, Public Knowledge evaluates 35 quality standards each quarter, which are also ranked as high, medium or low risks. The following table is a summation of those ratings. Second quarter 2015 Third quarter 2015 Standards rated as high risk 17% 0% Standards rated as moderate risk 66% 71% Standards rated as low risk 17% 29% The following table is a snapshot of the issues, categorized by WBS section, managed by the project during October. Project management develops planned actions and target dates for resolving these issues. Until an issue has a target resolution date, it is not included in the planned for resolution count. Number of active issues Number planned for resolution Total resolved 1.0 Project Management Narrowbanding Microwave Modernization Trunked Radio Interoperability Partnerships Planning and Engineering Total Page 4 November 2015 No. 62

8 State Radio Project MONTHLY PROGRESS REPORT WBS 2.0 NARROWBANDING The narrowbanding component of the radio project involves two primary work efforts. First is to transition ODOT and OSP radio operations to narrowband mode, which the radio project completed in August 2013 in advance of the revised federal deadline of Nov. 1, The second effort includes implementing equipment upgrades, beyond those required for narrowband operation, to mountaintop tower sites and office locations throughout the state. For WBS 2.0 Narrowbanding, 98 percent of the total budget has been expended to date. The radio deployment section of work (WBS 2.3) consists of two primary elements: training and deployment of mobile radio equipment, and training and deployment of handheld, portable radio units. Recipients of this equipment include ODOT and OSP employees, along with select groups with the Oregon Department of Corrections and the Oregon Office of Emergency Management, as identified by the agency. The radio deployment effort is complete. The project s effort to complete closeout work for the radio deployment, including final reconciliation of all work, is ongoing. WBS 3.0 MICROWAVE MODERNIZATION The microwave component of the radio project involves replacing old and outdated ODOT and OSP analog microwave with digital microwave and making associated site improvements. Microwave installation includes the acquisition, installation, implementation and optimization of the new digital microwave radios, antenna dishes, wave guide, routers and ancillary equipment to support both conventional and trunked radio systems. Network implementation consists of integrating routing, switching and monitoring equipment into the microwave system to move both voice and data messages over the digital microwave system. Improvements to towers, shelters, power supplies and other facilities required by the upgraded microwave and trunked radio systems are anticipated at most sites. New leases, permits and agreements will be obtained as needed. The budget for this project component, totaling $51.6 million, is comprised of $19 million for installation, $5.6 million for network implementation, $25.7 million for site work and $1.3 million for wireless infrastructure management system implementation. For WBS 3.0 Microwave Modernization, 73 percent of the total budget has been expended to date. INSTALLATION AND IMPLEMENTATION The project is tracking the implementation of the microwave network in two ways: by individual sites and by individual hops. A microwave hop connects two sites to each other. In most cases, a November 2015 No. 62 Page 5

9 MONTHLY PROGRESS REPORT State Radio Project single site will require equipment sets to support multiple hops. The microwave network is established by connecting the hops together. The radio project will report a site as microwave installation complete when all equipment needed to support all hops has been installed at the site. The project will report a microwave hop complete when equipment connecting two sites has been installed. SITE IMPROVEMENTS The site improvement process includes three phases: pre-design, design and construction. Pre-design phase: Tasks completed from inception to approval by the Site Review Committee, the project s change review board. Pre-design scoping activities at all sites are complete; however, radio project staff will revisit sites as necessary to address any needs that may arise during the design process. Design phase: Tasks completed from site planning through acquisition of the site building permit. Construction phase: Tasks completed from the acquisition of the building permit to the completion of site construction. WIRELESS INFRASTRUCTURE MANAGEMENT SYSTEM The wireless infrastructure management system, previously referred to as the network management system, will provide monitoring, alarming and control capabilities for system components and associated equipment. WBS 4.0 TRUNKED RADIO SYSTEM A trunked radio system is used to maximize available capacity in a two-way radio system. Because not everyone in a group talks at once and radio transmissions are usually short, a trunked computer can assign talk frequencies in a manner that allows multiple groups of users to share a small set of frequencies without hearing each other s conversations. This effectively compresses the voice signals and enhances the capacity of the system. The trunked system will allow local radio communications between public safety personnel; microwave will distribute those signals over a larger area, enabling distance and interagency communications. The $27.2 million budget for the trunked radio system includes five primary work efforts: procurement and installation of trunked radio repeaters for $15 million, switches for $2.1 million, dispatch consoles for $4.9 million, testing and training for $3.6 million and VHF integration for $1.6 million. For WBS 4.0 Trunked Radio System, 69 percent of the total budget has been expended to date. Development of the trunked radio system includes three categories of work: repeater and site control equipment, central trunking switches and dispatch consoles. Section 7.0 Planning and Engineering also includes progress on the design efforts related to the trunked radio system. Repeaters and site control equipment installations are underway. Central trunking switches have been installed at dispatch centers in Salem and Bend. Dispatch consoles were installed at four of the six dispatch centers. Page 6 November 2015 No. 62

10 State Radio Project MONTHLY PROGRESS REPORT WBS 5.0 INTEROPERABILITY Improvements to state interoperability will be captured in this section. The State Interoperability Executive Council is currently heading statewide planning efforts to develop the overarching plan for interoperability in Oregon. Once the SIEC has finalized its plan, the project will initiate work on this effort. The project budget for this section is $2.3 million. For WBS 5.0 Interoperability, 1 percent of the total budget has been expended to date. The SIEC Technical Committee reviewed applications from local public safety agencies for use of interoperability funds. Funding recommendations will be presented to the SIEC at the November meeting. WBS 6.0 PARTNERSHIPS Partnerships were developed between the former OWIN program and local jurisdictions with the intent to reduce costs to both parties. These agreements created interdependency among participants for a functional system. The radio project has identified the partnership groups listed below as including sites that require work to meet the needs associated with these agreements: Chemical Stockpile Emergency Preparedness Program (CSEPP) (WBS 6.1.1) Lincoln County (WBS 6.1.2) North Coast (WBS 6.1.3) North Valley (WBS 6.1.4) Southwest Seven (WBS 6.1.5) Klamath County (WBS 6.1.6) Additional partnerships (WBS 6.1.7) For WBS 6.0 Partnerships, 93 percent of the total budget has been expended to date. OWIN OBLIGATIONS All partnership work is complete with the exception of Klamath County. The work in Klamath County is progressing. All partnership obligations in this network are scheduled to be completed in mid-december, weather permitting. Agreements: Umbrella and supplemental agreements executed in a given region. Design phase: Tasks completed from site planning through acquisition of the site building permit. Construction phase: Tasks completed from the acquisition of the building permit to the completion of site construction. November 2015 No. 62 Page 7

11 MONTHLY PROGRESS REPORT State Radio Project Microwave installation phase: All tasks involved in the installation of microwave equipment, from initiation to completion. Microwave installations may occur during a site s construction phase or after it has been completed. Obligation complete: All work has been completed and associated quality reviews have been conducted and work approved. Quality reviews include those conducted by the partner(s), Wireless Communications Section technicians and by representatives of OEM. STRATEGIC TECHNOLOGY RESERVE Activities related to the deployment of the Strategic Technology Reserve (WBS 6.5) have been completed. Operations have been transferred to the Wireless Communications Section. WBS 7.0 PLANNING & ENGINEERING The planning and engineering section of the work breakdown includes design and development activities associated with the previous WBS sections. For WBS 7.0 Planning and Engineering, 94 percent of the total budget has been expended. Statewide Planning activities (WBS 7.1) are captured under 7.5 Interoperability Design. The project has completed all narrowband planning (WBS 7.2) efforts and has transitioned ODOT and OSP radios to operate in narrowband mode. The microwave design (WBS 7.3) is considered substantially complete. Small adjustments continue to be made in response to needs identified during the site acquisition and construction processes. Coordination of microwave implementation is well underway. Development on the radio project s trunked radio system (WBS 7.4) design is ongoing. Interoperability design (WBS 7.5) will be accomplished largely by local public safety agencies, in coordination with the project, that are awarded interoperability funds through an application process and approved by the State Interoperability Executive Council. Partnership development (WBS 7.6) is complete. WBS 8.0 INTEGRATION TRAINING This section of work was developed and incorporated into the project budget during February It includes limited funding for training activities for Wireless Communications Section technicians and stakeholders. Activities related to integration training began in the third quarter of 2014 and will extend into For WBS 8.0 Integration Training, 39 percent of the total budget has been expended to date. No training activities took place during October. Page 8 November 2015 No. 62

12 State Radio Project MONTHLY PROGRESS REPORT STAFFING SUMMARY Full-time state employees and contractors are working on the radio project throughout Oregon. In October, the project employed 16 full-time equivalent state positions Number of Jobs State Radio Project Employees Site Development Staff (B&V) Contractors (SAIC, Legacy, HDR) Radio Staff (Harris & AECOM) November 2015 No. 62 Page 9

13 MONTHLY PROGRESS REPORT State Radio Project CONTRACT SUMMARY Including historic values of the previous OWIN program, the State Radio Project has spent $141,816,130 of the $179,748,937 currently available across the project s 16 contracts. This represents an overall expenditure of approximately 79 percent. To date in the biennium, $8,675,586 has been spent. This represents 5 percent of the total contract amount available and approximately 19 percent of the contract amount available for the biennium. CONTRACT SUMMARY BY VENDOR Expended Before 6/30/2011 Expended After 6/30/2011 Available Balance (10/31/2015) Contract amount available ABN Engineering $0 $580,309 $81,866 $662,175 AECOM $294,656 $4,547,625 $537,942 $5,380,224 Aviat $9,456,115 $12,316,767 $ 9,961,570 $31,734,452 Black & Veatch $6,168,224 $5,687,067 $11,284,089 $23,139,379 CSGI $951,175 $0 $0 $951,175 Federal Engineering $7,932,754 $703,111 $1,380,972 $10,016,838 GDIT $3,750,794 $6,417,793 $841,644 $11,010,231 Harris $0 $51,555,336 $6,468,959 $58,024,295 HDR $261,091 $3,689,925 $45,947 $3,996,963 JLA Consulting $0 $70,124 $0 $70,124 Legacy Wireless $1,656,972 $4,142,064 $1,014,537 $6,813,573 Misc. small contracts $1,032,273 $11,146,784 $2,957,361 $15,136,638 OBEC $0 $141,045 $4,775 $145,820 Pantel International $0 $2,890,391 $1,309,058 $4,199,449 Public Knowledge $0 $1,802,460 $1,061,123 $2,863,582 SAIC $0 $4,621,056 $982,965 $5,604,020 Total $31,504,273 $110,311,857 $37,932,808 $179,748,937 18% 61% 21% Page 10 November 2015 No. 62

14 State Radio Project MONTHLY PROGRESS REPORT PROJECT COST SUMMARY Original Budget 09/07/2011 Rebaselined Budget 9/30/2013 Prior Budget Changes as of 09/30/2015 Current Month Budget Changes as of 10/31/2015 Current Budget as of 10/31/2015 Funds Spent through 10/31/2015 Balance Narrowbanding Repeaters 6,100,000 4,415, , ,748,786 4,719,353 29,433 Office Remotes 2,000,000 2,116,600 (915,549.00) - 1,201, , ,478 Hand Helds/Portables 33,200,000 25,742, , ,658,708 26,485, ,051 Cutover/Testing - 300,000 (69,295.00) - 230, ,705 - Narrowbanding Subtotal 41,300,000 32,574, ,921-32,839,250 32,301, ,961 Microwave Modernization Purchase & Installation 29,300,000 17,568,049 1,470,072-19,038,121 12,702,127 6,335,995 Network 5,498, ,454-5,608,446 5,199, ,172 Site Improvements 45,550,000 25,150,000 (704,907) 1,208,194 25,725,287 19,845,753 5,879,533 Network Management System 1,386,984 (141,984) 1,245,000 82,338 1,162,662 Training & Equipment Acquisition 500,000 (500,000) Microwave Modernization Subtotal 74,850,000 50,104, ,635 51,616,854 37,829,492 13,787,361 Trunking Receivers 5,250,000 14,803, ,938-15,049,388 12,697,339 2,352,049 Switches 2,403,062 (288,813) - 2,114,249 2,114,248 1 Consoles 1,400,000 3,941, ,105-4,933,651 3,049,383 1,884,268 Testing & Training 4,193,867 (576,250) - 3,617, ,469 3,064,149 VHF Integration 1,500,000 70,013-1,570, ,938 1,222,076 Trunking Subtotal 6,650,000 26,841, ,993-27,284,918 18,762,376 8,522,542 Interoperability Procurement & Installation 2,300,000 2,300,000 2,300,000 30,415 2,269,585 Interoperability Subtotal 2,300,000 2,300, ,300,000 30,415 2,269,585 Partnerships Construction 10,400,000 10,469,802-10,469,802 9,743, ,391 Partnerships Subtotal 10,400,000 10,469, ,469,802 9,743, ,391 Engineering Narrowbanding 1,300,000 1,532, ,339 (46,125) 1,817,986 1,817, Microwave Modernization 17,750,000 18,468,867 1,088,268 17,099 19,574,234 19,106, ,254 Trunking 1,850,000 9,299, , ,951 10,232,752 8,571,262 1,661,489 Interoperability - 3,064,792 (1,431,054) (259,630) 1,374,107 1,374,107 - Partnerships 410,155 (50,270) (51) 359, ,835 - Engineering Subtotal 20,900,000 32,775, , ,245 33,358,913 31,229,669 2,129,244 Integration Training Integration Training 500,000 (350,000) - 150,000 58,931 91,069 Integration Training Subtotal - 500,000 (350,000) - 150,000 58,931 91,069 Totals by Phase Narrowbanding 42,600,000 34,107, ,260 (46,125) 34,657,236 34,118, ,461 Microwave Modernization 92,600,000 68,572,892 1,320,903 1,297,293 71,191,088 56,936,472 14,254,616 Trunking 8,500,000 36,141, , ,951 37,517,669 27,333,638 10,184,031 Interoperability 2,300,000 5,364,792 (1,431,054) (259,630) 3,674,107 1,404,523 2,269,585 Partnerships 10,400,000 10,879,957 (50,270) (51) 10,829,637 10,103, ,391 Integration Training - 500,000 (350,000) - 150,000 58,931 91,069 Phase Subtotal 156,400, ,566, ,255 1,562, ,019, ,955,583 28,064,154 Project Management - 15,069,054 (343,837) (379,431) 14,345,785 13,729, ,063 Project Contingency Reserve - 3,852,259 91,938 (1,183,007) 2,761,190-2,761,190 Total State Radio Project 156,400, ,487, , ,126, ,685,306 31,441,407 Old OWIN Project Spending 45,000,000 49,256,733 (639,356) - 48,617,377 48,617,377 - Treasury Loan 8,000,000 6,247,831 6,247,831 6,247,831 - Total Old OWIN 53,000,000 55,504,564 (639,356) - 54,865,208 54,865,208 - Grand Total 209,400, ,991, ,991, ,550,513 31,441,407 November 2015 No. 62 Page 11

15 MONTHLY PROGRESS REPORT State Radio Project ESTIMATED PROJECT CASH FLOW $180 $160 $140 $120 Dollars in Millions $100 $80 $60 $40 $20 $0 Project Management Engineering Contingency Narrowbanding Microwave Modernization Trunking Interoperability Partnerships Page 12 November 2015 No. 62