PERT Conference Call Agenda
June 14, 2012
Teleconference Participants:
Adolfo Bachicha Tony Guadagni Mike McGrath
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Tim Chasteen
David Chen
Scott Clemons
Laura Crosby
Dave Ferguson
David Goett
Robert Gordon
Jerome Hicks
Mike Larson
Evelyn Landini
Sandra Maes
Imogene Manuelito
Scott Mason
Sergio Martinez
Sharon Nanez
Tony Pace
Maria Robles
Sonny Rogers
Rod Templon
Michelle Wiest
Lorri Wright
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Recorder for June 14, 2012: Evelyn Landini
Recorder for July 12, 2012: Laura Crosby
Recorder for Aug. 23, 2012: Laura Crosby
Opening Remarks – Mike Larson, as the DOE Co-Chair, opened the meeting by welcoming everyone and reminding all to email confirmation of participation to Evelyn Landini, this month’s recorder.
Mike proceeded to follow the agenda (reprinted on page 4) as follows:
q Mike announced that the DOE responsibility of the PERT moved to the Strategic Programs Division (MA-622) under the leadership of Scott Clemons, who was able to join in on the call. Scott explained that the thought process behind the change was better alignment with the other Contractor groups that MA is currently working with such as the CSCC. Scott stated that he is looking forward to working with the PERT.
q Mike announced that the Co-Chair would begin to rotate leading the monthly PERT call meetings; Adolfo will lead July and Michelle will lead the August PERT call.
q Mike stated that there are at least eleven sites that have been identified for PERT reviews in the 2013 timeframe. He will be working on finalizing the list, sharing it with the PERT and then working on an email request to Procurement Directors. It was noted that during this time of lean budgets, securing volunteers will be an even greater challenge than usual.
There was some commentary on accelerating the approval of the Subcommittee working on the PERT Review cycle (see summary of Subcommittee on page 3).
FY12 Peer Reviews – Michelle Wiest:
Michelle reported that the FY 12 reviews listed below are going well and she appreciates everyone’s support. So far, whenever the assigned person could not participate, their organization arranged for a replacement. As indicated below, the FERMI review was summarized during the May PERT call and the next two competed reviews will be summarized during the July PERT call. Sergio has finalized the JLab review for the week of August 27th.
FY12 Peer Reviews
· FERMI (April 23-27)- Lead: Mark Waite Completed; May summary
· Pantex (May 14-18) – Lead: Anne Frankowski Completed; report July call
· Sandia (May 21-25) – Lead: Sonny Rogers Completed: report July call
· INL (June 18-22) – Lead: Pat Marmo
· AMES (June 25-29) – Lead: Dave Ferguson
· Nevada NTL (August 13-17) – Lead: Vicki Worthington
· JLab (August 27-31) – Lead: Sergio Martinez
PERT Subcommittee status—Team Leads
CSCC Cost Savings Task Update – Michelle Wiest
Michelle reported that she presented the summarized Cost Savings data to the CSCC as requested. During a video-conference, the CSCC provided additional guidance and Michelle has been tasked with working with the PERT Sub-team to provide further recommendations prior to the end of FY 12. Some discussion ensued with regard to the effects that the final product will have on the Procurement Balanced Scorecard (BSC). Scott Clemons mentioned that the final recommendations, which will be provided to GAO, will most likely change the BSC; however, Procurement Directors as well as Heads of Contracting Activities will be briefed on the resultant changes.
Website – Scott Mason
Scott Mason reported that he continues to post items upon receipt; the most recent Subcommittee posting was the revised PERT criteria forwarded by Sonny Rogers. When questioned, Scott clarified that no special medium is required for posting to the Website; sending him an email with an attachment has been working just fine. There was some discussion regarding improved communication for Website postings and that an email would be a good idea; Mike Larson volunteered to send an email highlighting pertinent information with due dates.
Criteria – Sonny Rogers
Sonny reported that the Team’s changes to the Criteria Matrix were sent to Scott, they have been posted to the Website and comments are due to Sonny via email by July 15th. The Matrix has been formatted with additional columns to indicate: (1) the proposed changes to the criteria statements and (2) a “Notes” section which explains the changes.
Handbook – Rod Templon
Rod reported that the final version of the PERT Handbook has been sent to the Team and he expects it to be posted to the Website for comment shortly.
Balanced Scorecard – Joe Ingraffia
Joe was not on the call; reporting is deferred until next month.
PERT Review Cycle – Bob Gordon
Bob completed the whitepaper recommending a change to the frequency of Peer Reviews, forwarded it for posting to the Website and sent a copy to the Co-Chairs (Bob will resend a copy to Mike Larson). Bob explained that the changed concept of his final draft version, which will ultimately be sent to the Senior Procurement Executives (SPEs), contains attached Appendices rather than references in order to easily capture the related documents.
Based upon opinions voiced during the PERT calls, there is a great deal of support to strategically lengthen the PERT review cycle. The budgetary difficulties of completing the PERT reviews slated for FY 2013 coupled with the successful results of the FY 2012 PERT reviews provide us with a unique opportunity to request the SPEs to consider a policy change, effective with FY 2013. Discussion ensued regarding the idea to use a risk-based approach to reschedule sites from FY 2013 to a subsequent year; Mike will keep us posted on any decisions made relative to the final FY 2013 list. Finalization of the Review Cycle Whitepaper could facilitate solutions for the FY 2013 reviews.
PERT Membership – Michelle Wiest
Michelle will be working with the Co-Chairs during the July/August timeframe to update the PERT list; multiple emails are proving to be inactive. The concept of PERT membership is an ongoing discussion that needs to be “ironed out”.
Closing remarks:
q Volunteers for conference call recorders:
We still need volunteers for September through January 2013.
q The next call is scheduled for July 12, 2012 (10:00 Pacific/1:00 Eastern)
q Send Agenda items to Adolf for the next call
q Call in number (803) 725-1403, Conference Code 1132862 followed by the # sign.
PERT Agenda for Thursday, June 14, 2012
Opening Remarks – Mike Larson DOE Co-Chair
Announcements:
-The DOE PERT program has been moved from the Field Assistance and Oversight Division (MA-621) to the Strategic Programs Division (MA-622)
-Adolfo Bachicha will conduct the July PERT meeting.
-Michelle Wiest will conduct the August PERT meeting.
-Developing the FY 2013 Schedule.
-Will be asking for FY 2013 volunteers in the next month.
q FY12 Peer Reviews (Updates) – Michelle Wiest
· FERMI (April 23-27)- Lead: Mark Waite
· Pantex (May 14-18) – Lead: Anne Frankowski
· Sandia (May 21-25) – Lead: Sonny Rogers
· INL (June 18-22) – Lead: Pat Marmo
· AMES (June 25-29) – Lead: Dave Ferguson
· Nevada NTL (August 13-17) – Lead: Vicki Worthington
· JLab (July/August) – Lead: Sergio Martinez
q Subcommittee Updates
o CSCC Cost Savings Task Update – Michelle Wiest
o Website –Scott Mason
o Criteria – Sonny Rogers
o Handbook – Rod Templon
o Balanced Scorecard – Joe Ingraffia
o PERT Membership/Review Cycle – Bob Gordon
o PERT Membership – Michelle Wiest
q Volunteers for conference call recorders
o We still need volunteers for July through January 2013.
Call in number (803) 725-1403, Conference Code 1132862 followed by the # sign.
The next call is scheduled for July 12, 2012 10:00 Pacific/1:00 Eastern.
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