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Team 16 Questionnaire and Communication Plan - YAO Comments Comments on the Team 16 deliverables have been compiled from the Yuma Area Office (YAO) and are submitted for consideration: Questionnaire: YAO views Reclamation’s use of a web-based questionnaire for all organizations (including non-Reclamation stakeholders, designers, and contractors) to evaluate Reclamation's design and construction activities as an excellent way to obtain feedback to consider methods of improving our collaborative efforts, efficiencies, transparency levels and accountability. YAO notes the importance of survey responders understanding how the complexity of the design/construction can have a significant impact on the need for design change orders, specification amendments, and contract modifications. For example, on a job such as the construction of a routine building, minimal changes would be expected. But on a more complex job, such as a dam safety foundation modification, the potential for changes is much greater. Perhaps this awareness piece could be incorporated into the Design Team Communication Plan. Process, formatting and general: The text boxes for details and comments appear small. Perhaps consider informing the responders that these boxes are free-format (unlimited capacity), and that they can type in as much information as needed Since the text boxes are small, providing a way for the customers to print out the survey with all of their comments in a readable format, for proofing before they submit the survey response. Where does the responder indicate “submit” or “cancel”? Since it's a fairly long "page" of questions, repeating the "ratings" instructions for each section might prove helpful, to promote the correct use of the rating numbers throughout the response process. Consider separation of Design and Construction related questions to provide clarity for responders. Design Change Order (remove marked bullet) Contract Modifications (remove r before colon) Last question, remove the unnecessary “could”. Design Team Communication Plan: YAO concurs with the format and importance of having the Design Team Communication Plan to a) identify the people and organizations with an interest in the project (stakeholders); b) outline communication needs; and c) identify methods of communication. Ensuring critical stakeholder input is integrated into the development of designs is key to optimizing the services Reclamation provides. For consideration: Suggest making a linkage with the web-based questionnaire in the design team communication plan. In the first paragraphs of the Communication Plan the word “need” is used often. Consider changing to require(d), requirement, necessary, necessitate, essential, etc. Issues and Resolutions (follow with colon not semi-colon). Questions about these comments can be directed to YAO M4E Coordinator at 928-343-8169.	07/15/2008

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Team 16 Questionnaire and Communication Plan - YAO Comments

Comments on the Team 16 deliverables have been compiled from the Yuma Area Office (YAO) and are submitted for consideration:

Questionnaire:

YAO views Reclamation’s use of a web-based questionnaire for all organizations (including non-Reclamation stakeholders, designers, and contractors) to evaluate Reclamation's design and construction activities as an excellent way to obtain feedback to consider methods of improving our collaborative efforts, efficiencies, transparency levels and accountability.

YAO notes the importance of survey responders understanding how the complexity of the design/construction can have a significant impact on the need for design change orders, specification amendments, and contract modifications. For example, on a job such as the construction of a routine building, minimal changes would be expected. But on a more complex job, such as a dam safety foundation modification, the potential for changes is much greater. Perhaps this awareness piece could be incorporated into the Design Team Communication Plan.

Process, formatting and general:

The text boxes for details and comments appear small. Perhaps consider informing the responders that these boxes are free-format (unlimited capacity), and that they can type in as much information as needed

Since the text boxes are small, providing a way for the customers to print out the survey with all of their comments in a readable format, for proofing before they submit the survey response.

Where does the responder indicate “submit” or “cancel”?

Since it's a fairly long "page" of questions, repeating the "ratings" instructions for each section might prove helpful, to promote the correct use of the rating numbers throughout the response process.

Consider separation of Design and Construction related questions to provide clarity for responders.

Design Change Order (remove marked bullet)
Contract Modifications (remove r before colon)
Last question, remove the unnecessary “could”.

Design Team Communication Plan:

YAO concurs with the format and importance of having the Design Team Communication Plan to a) identify the people and organizations with an interest in the project (stakeholders); b) outline communication needs; and c) identify methods of communication. Ensuring critical stakeholder input is integrated into the development of designs is key to optimizing the services Reclamation provides.

For consideration:

Suggest making a linkage with the web-based questionnaire in the design team communication plan.

In the first paragraphs of the Communication Plan the word “need” is used often. Consider changing to require(d), requirement, necessary, necessitate, essential, etc.

Issues and Resolutions (follow with colon not semi-colon).

Questions about these comments can be directed to YAO M4E Coordinator at 928-343-8169.

07/15/2008