Project Controls Manual

This Project Controls Manual provides MBTA Staff—Project Managers, Project Delivery Teams, Designers, Project Controls Consultants, Construction Contractors, and other Professional Service providers—with information and procedures to use while implementing Project Controls throughout the full project lifecycle. With proper controls in place, the MBTA is able to successfully manage project scope, cost, schedule, and risk. 

Areas of Project Controls contained within this manual include: Project Scheduling, Estimating, Project Budget and Financial Analysis, Earned Value Management, Scope Management, Risk Analysis, Constructability Review, and Value Engineering.

Use of the procedures contained in this manual will ensure and enhance the quality, timeliness, and cost effectiveness of MBTA projects. 

The Project Controls Manual has been formatted so that it is easy to identify Project Controls practices that span the full lifecycle of Capital projects, from Capital Planning through Design, Construction, Close-Out and Lessons Learned. At any time, Project Stakeholders can download the entire manual, individual chapters, and appendices in the form of templates or reference documents.

The Project Controls Manual will be reviewed and updated on an annual basis. The MBTA Project Controls Group is responsible for capturing feedback and comments throughout the year, which will inform the annual update process.

View and download the full Project Controls Manual

This manual provides requirements and practices over the entire life of a Capital project. Responsibilities for internal MBTA stakeholders, Designers, Construction Contractors, and other Professional Services firms are established in the manual.

Effective date 8/1/22

View and download Project Controls Manual Chapter 1: Capital Planning

The MBTA Project Controls Group supports the Capital Planning process as detailed in this chapter.

Effective date 8/1/22

View and download Project Controls Manual Chapter 2: Master Schedule

The MBTA Project Controls Group develops and maintains a Master Schedule with input and information provided by project sponsors and stakeholders. Reports are available for internal MBTA stakeholders that are detailed in this chapter. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 3: Early Project Planning

The MBTA Project Controls Group works closely with the Project Delivery teams from Capital Delivery or Transformation during the early Project Planning phase to develop a summary schedule and budget. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 4: Project Controls Scalability

Scalability of Project Controls practices allows the MBTA Project Controls Group to gather, analyze, and report critical metrics and performance indicators. To effectively monitor and report on projects within the Capital Program, it is essential that project Designers, Construction Contractors, and other Professional Service firms provide the right level of information to the MBTA. Project Controls tiers have been established based on the construction value. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 5: Project Scope

Defining the project scope is a critical step in the transition from study, or Conceptual Design phase, to the Final Design phase. This chapter provides guidance for the MBTA Project Manager, Project Controls Analyst, and the Designer on the scope development, scope management, and scope change process. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 6: Project Budget and Financial Analysis

The MBTA Project Manager, with assistance from the Project Controls Analyst, shall prepare the total project budget and shall update it over the project lifecycle. Information is provided by the Designer, Construction Contractor, and other Professional Services firms. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 7: Project Schedule

This chapter defines the project schedule requirements for the MBTA Project Manager, Project Controls Analyst, Designer, Construction Contractor, and other Professional Services firms. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 8: Cost Estimating

The MBTA requires a Construction Cost Estimate be prepared by the Designer as part of each Design submission. The MBTA also retains the services of an Independent Cost Estimating Consultant for the 75% Design submission that is reconciled with the Designer’s Construction Cost Estimate. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 9: Earned Value Management during Design

Earned Value Management during Design allows the measurement of performance during the Design phase of the project. The MBTA Project Controls Analyst, Project Manager, and the Designer all participate and have a role in Earned Value Management during Design as detailed in this chapter. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 10: Value Engineering

Value Engineering is a structured process that the MBTA uses to ensure good alternatives are reviewed objectively and considered as the design process evolves. The MBTA Project Manager, Project Controls Analyst, Designer, and Value Engineering Consultant all participate and have a role in the Value Engineering process. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 11: Risk Analysis

Risk Analysis is the systematic evaluation of uncertainty about the scope, cost, and duration of an MBTA project. This uncertainty is in the form of risks that the project may encounter during the course of various Design Development and Construction phases. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 12: Constructability Review

The Constructability Review is conducted to determine that the Design is constructible with conventional construction techniques, without undue difficulty or expense. A Constructability Review Consultant is retained by the MBTA to perform this service. The MBTA Project Manager, Project Controls Analyst, and Designer all participate and have a role in the Constructability Review process. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 13: Lessons Learned

The MBTA’s Lessons Learned program allows sharing of experiences gained in the planning, design, construction, and operations of major Capital projects. MBTA Project Managers are required to record Lessons Learned throughout the life of a project. 

Effective date 8/1/22

View and download Project Controls Manual Chapter 14: Project Management Plan

All MBTA Capital projects require a Project Management Plan. The Plan establishes how a project will be managed, monitored, and controlled over the project’s life.

Effective date 8/1/22

Budget Estimate Checklist

Constructability Review Waiver Request

Contractor's Sworn Statement of Account and Partial Release

Cost Growth Report

Design Schedule Template - Microsoft Planner

Design Schedule Template - P6

Designer's Sworn Statement of Account and Partial Release

Disposition Decisions for Value Opportunities

Fragnet Matrix

Guideline for Constructability Review

Lessons Learned Form

MBTA Cost Estimate Summary Template

OR Services Compensation Matrix

PMCM Scope and Compensation Matrix

Professional Services Histogram

Project Budget

Project Management Plan

Project Risk Mitigation

Project Scope Checklist

PS Scope and Compensation Matrix

Risk Workshop Waiver

Scope Change Request Form

Scope Change Request Log

Value Engineering Waiver Request

Class of Estimate

MBTA Code Library 22.5 (.xer)

MBTA Code Library 8.2 (.xer)

MBTA Code Library Activity Codes

MBTA Code Library Code Check Layout

MBTA Code Check Library Instructions

MBTA Code Library P6XML

MBTA Schedule Planning Session Agenda

P6 Filenames

Referenced Professional Standards and Practices

Scope And Compensation Matrix Guidelines

Uniform Schedule P6 EPPM Settings and Codes for MBTA Projects April 2021