FTA Oversight Procedures - Federal Transit Administration - U.S. ...

6.0 SCOPE OF WORK
PMOC activities vary with the project phase; however, the following activities are fundamental and
should be reflected in reports in every phase:
• Evaluation of Grantee’s technical capacity and capability to effectively and efficiently design,
build and operate the project; evaluation of Grantee’s project controls for scope, cost, quality
and schedule
• Review to ensure Grantee compliance with applicable statutes, regulations and FTA guidance
as well as conformance with the terms and requirements of FTA approved plans or
agreements (e.g. approval for entry into Final Design, Letter of No Prejudice, Full Funding
Grant Agreement, etc.)
6.1 Quarterly Meetings
The Quarterly Meeting should be clearly focused on the Grantee’s management of scope, cost,
schedule, risk, safety, and quality. This meeting occurs four times per year and is usually conducted
by the Regional Administrator.
The PMOC prepares the meeting agenda in coordination with the FTA work order manager. The
PMOC is expected to be prepared and knowledgeable about the project and to participate with
insightful questions, suggestions, and comments at the meeting. The PMOC should be able to explain
concerns and recommendations to the project sponsor in a clear, plain, concise, credible, congenial,
professional and objective manner. The PMOC may be called upon by the FTA task order manager or
work order manager to meet prior to the quarterly for a briefing.
The meeting notes should accurately and completely capture the main points of discussion at the
meeting without substantial changes or editing by meeting participants. After the meeting, the PMOC
should submit the quarterly report to FTA within fifteen days.
The report should include notes from the quarterly meeting. Importantly, the quarterly report should
provide comprehensive coverage of the project. The PMOC is to address project status and critical
issues, and provide professional opinions and recommended actions.
Include in the quarterly report:
• Cover Page (refer to OP 01)
• Executive Summary (two pages max); at the following quarterly meeting, the PMOC is
responsible for raising the issues in the Executive Summary as “Old Business” to verify they
have been resolved, etc.
o Status of project/how the project is doing: if things are not going well, why not and
what is being done
o Changes since the last report
OP 12 Recurring Oversight and Related Reports (Periodic, Trip, Quarterly, Final)
Revision 0, June 2008
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