Proactive Package
Kickoff Partnering Session
All primary stakeholders should be invited to this Session. Project leadership team may also consider inviting vital third
parties (i.e. Utilities, Permitting, and Resource Agencies) when deemed
appropriate. Virtual Kickoff Sessions are typically
conducted in 60-90 minutes. It is encouraged that this session takes place after an initial Executive Alignment Session to
set the tone for the Project team members and lay the foundation for project success.
Objectives
- Achieve consensus on what Partnering is and why it is essential for this project
- Assess and establish project key goals
- Create a Partnering Charter
- Identify opportunities and challenges for the project
- Introduce Dispute Prevention and Resolution tools
- Establish monthly online monitoring and evaluation of Partnering goals
- Create performance measurements, to ensure that project Partnering stays on track
Who Should Attend
- Key stakeholders who represent the Owner, Contractor and Project Management
- Designer of Record
- Resource and funding entities who approve changes
- Environmental Liaison Coordinators
- Maintenance representative who will ultimately inherit the final product
- Critical Third Parties: stakeholders, other agencies, utilities, etc., and anyone who could potentially stop or delay the project
Kickoff Partnering Session Services
- Session preparation, to include phone interviews of key stakeholders prior to the session
- Initial communication with the project team, to include an email calendar invitation to all attendees with full event details
- Professional facilitation with all session materials
- Online access to monthly Partnering evaluation and monitoring system
- Session report and feedback from participants e-mailed to key stakeholders
Virtual Monthly Partnering Update Session
Project leadership team may request the assistance of GLA Partnering Facilitator outside the normally scheduled Follow Up Partnering Sessions. This assistance can be during regularly scheduled project weekly meetings, or to assist in facilitating outcomes for topic-specific meetings to keep the project progressing. The Virtual Monthly Partnering Update Session is typically conducted within 60 to 90 Min
Monthly Online Project Goals Measurement
We will track project KPIs established during the Kickoff Partnering Session, analyze specific areas of improvement, capture Safety and other project innovations, as well as utilize the data we collect as an advanced tool for Dispute Prevention by creating a proactive plan to deal with identified project risks and potential disputes.
Closeout Partnering Session
Close-out Partnering Sessions are designed to capture all remaining items to successfully conclude the Project. The Close-out Session is typically held in person for 3-4 hours or conducted virtually for 60-90 minutes.
Objectives
- Review project goals and achievements
- Assess any remaining or open items and plans for successful completion
- Lessons Learned: What worked well on the Project to repeat on future projects?
- Improvement opportunities for future projects
- Celebration and Project Team recognition planning
Who Should Attend
- Key stakeholders representing Owner and Contractor who worked on the Project
- Major subcontractors and suppliers
- Public Information Officer assigned to the project
- Critical Third Parties and Resource Agencies who played a major role on the Project
Closeout Session Services
- Preparation and analysis of project Partnering data
- Professional facilitation with all materials, agendas, and handouts
- Lessons Learned documentation
- Assistance and training on Awards Application criteria
Partnering Awards Application
Assistance with the application process for awards.
Objectives
- Proactively align the project team members and stakeholders towards a showcase Award-Winning Project
- Continuously have the focus of project team members on what’s best for the Project
- Inspire project team members to go the extra mile and be proud of their accomplishments
- Promote Value-Engineering and Innovation
Follow Up Session
Follow-up Sessions are conducted on a quarterly basis to align with the project team issues. The Follow-up Session is typically conducted virtually for 60-90 minutes or held in person for 3-4 hours.
Objectives
- Review project goals and agreements
- Evaluate measurements and analyze project progress
- What is working well?
- What needs improvement?
- Dispute Prevention and Mitigation Plan review
- Consensus on action items and direction
Who Should Attend
- Key stakeholders who represent the Owner, Contractor and Project Management
- Designer of Record who reviews and approves changes
- Resource Agencies and funding entities who approve changes
- Environmental Liaison Coordinators
- Critical third parties: stakeholders, other agencies, utilities, etc., or anyone who could potentially stop or delay the project.
Follow-up Session Services
- Preparation and analysis of project Partnering data
- Phone interviews with key stakeholders prior to the session
- Professional facilitation with all session materials
- Session report and feedback from participants e-mailed to key stakeholders
- Assistance in tracking measurements and evaluation of Partnering on the project
Executive Session
Executive Sessions are designed to align the Key Decision Makers prior to the Kickoff Partnering Session to form one cohesive leadership team
with common project goals. This Executive Team will serve as the top-level on the Issue Resolution Ladder established, prior to taking any dispute
to a third-party for resolution (DRB or Mediation). Executive Sessions are strategic in nature and not technical. They set the tone and direction
for the entire project team to follow.
A concise agenda and deliverables are established beforehand to optimize everyone’s time, and the sessions
run typically 2-4 hours in duration. Quarterly follow-up meetings are held to periodically
reassess and ensure full project alignment, with the option to schedule special sessions as needed. The
Executive group should not exceed 12 participants.
Objectives
- Bring together key decision-makers to work toward alignment of common project goals
- Assess and mitigate risks affecting the project and the stakeholders involved
- Resolve commercial, policy, or political issues impacting the project
- Set direction and final resolution of major issues elevated above the project team level
- Communicate final resolution and next steps back to the project team
Executive Session Services
- Proactively align the project team members and stakeholders towards a showcase Award-Winning Project
- Continuously have the focus of project team members on what’s best for the Project
- Inspire project team members to go the extra mile and be proud of their accomplishments
- Promote Value-Engineering and Innovation
Facilitated Dispute Resolution
A Facilitated Dispute Resolution (FDR) session is designed as a Partnering tool to resolve disputes at the project level prior to engaging a third party such as the Dispute Resolution Board (DRB).
Objectives
- Bring together key project stakeholders to work toward an agreement on outstanding issues
- Presentation of facts surrounding the issues from all sides of the dispute
- Achieve resolution and move forward with next steps
FDR Session Services
- Proactively align the project team members and stakeholders towards a showcase Award-Winning Project
- Continuously have the focus of project team members on what’s best for the Project
- Inspire project team members to go the extra mile and be proud of their accomplishments
- Promote Value-Engineering and Innovation
