We set standards to meet your needs and expectations when receiving a service from us. We want you to know what to expect. We are committed to creating an environment where everyone is treated with dignity and respect at all times.

Project Management Hours of Operation

Monday – Friday, 8:00am to 5:00pm

Project Management General Communication and Office Coverage Expectations

Telephone Inquiries:

1. Ringing Phone:
   1. Answer promptly unless the call comes in during a meeting you are having in your office space in which case answering becomes a judgement call depending on the nature of the meeting and who it is with.
2. Voicemail:
   1. Address voicemail with the caller as promptly as possible within two business days.
   2. Voicemail from the public should be given highest priority as a caller trying to conduct business with the County would have typically reached the PMT in error and may mistakenly believe their matter is being addressed.

Email/Website Inquiries:

1. All e-mail inquiries should be acknowledged promptly and within two business days.
2. If an e-mail request is expected to take longer than two business days to address, the acknowledgement should provide a date when the requested information will be available or provide a status update.

Project Management Delivery Standards

1. Asset Planning and Management
   1. Build and maintain an inventory of the County’s capital assets with replacement schedules and estimated costs.
   2. Maintain accurate projections of capital expenditure needs and available funds, sharing projections with leaders and decision makers during budget season and upon request.

       

2. Project and Contract Scheduling and Reporting
   1. Prepare and slate of recommended projects for inclusion in the annual budget and deliver draft to Administration by August 1.
   2. Prepare and post project schedule for the following year by December 15.
   3. Update and re-post project and construct schedule on a quarterly basis by the 15^th day of the month following the quarter.
   4. Prepare a quarterly capital report for the Board and submit 10 days prior to the second Board meeting following the end of each quarter.
   5. Collaborate with Project and Contract Managers when establishing project schedules and again shortly before a project is set to kick-off per the established schedule.

       

3. Facilitate Successful Project Outcomes
   1. Review and respond to initial project request within 5 business days.
   2. Manage the RFP process according to the timeline agreed to with the requestor prior to RFP release.
   3. Assist Project Managers in evaluating bids and coming up with a recommendation.
   4. Submit RFA for approval within 2 business days of a decision being reached and all supporting documentation being available.
   5. Mangage contract awards and hand-off to the Project Manager for execution.
   6. Receive and process project invoices ensuring that billing reflects the work completed and stays within the project budget.
   7. Deliver Projects with an 80% success rate based on established project success factors in the areas of scope, budget, schedule and process.
   8. Get all approved projects for the year into the Contracting stage before the end of the year.
   9. Establish and maintain organized project sites with all relevant project and contract documents and communications.
   10. Maintain an organized hardcopy archive of all County Agreements per applicable retention schedules.

        

4. Special Projects

   Complete the following projects on behalf of the County:

   1. Prepare and Submit the Accountability and Transparency Report required for State Revenue Sharing – Due December 1
   2. Annually, compile calculated drain assessment costs based on 14A calculations and invoice the Road Commission for its share by December 1.
   3. Anything Census related unless otherwise delegated.

To provide additional feedback or speak with a representative, please fill out our Customer Service Survey. For priority matters that require immediate assistance, please Valdis Kalnins, Manager at 269-673-0470 or VKalnins@ALLEGANCOUNTY.ORG.