Going through an IPA benchmarking is a lot like going to the doctor for a yearly physical. It’s scheduled on your calendar weeks in advance and you may dread it more with each passing day. Once the day arrives, it’s nerve-wracking and time-consuming and, even after handing over all your information, it takes a few weeks to get results. If all goes well, you’ll hear that your project system is in good health and you don’t need to be seen again until the next time...but you might also learn that your site faces serious risks. What can you do to get ready for the interviews and ensure you get the most out of the benchmarking?
First, prepare. It takes time to fill out the cost and schedule workbooks and pull together your project documentation, but providing that information in advance allows the analyst to arrive at the site armed with a basic understanding of your project. This will make the interviews more pleasant, as you and the analyst can have a healthy discussion about your project’s history and any concerns you have, rather than struggling through page after page of workbook and chasing down documentation. With good preparation, the interview can be a fun experience – you get to talk about your projects all day long!
Second, expect to be questioned. Relax – the IPA analyst isn’t “out to get you." But s/he is there to “get the data." Don’t be surprised if the analyst asks you the same questions that you already answered in the workbook. Don’t be alarmed if the analyst asks the same question in various ways, or repeats the same question to various people on the team. It doesn’t mean that the analyst didn’t read the workbook in advance, or doubts your response; it just means that this is an important question. Unlike most doctors these days, the analyst will spend several hours with you to ensure that s/he correctly captures all your project information. Asking face-to-face questions is part of our normal process to get the most accurate data possible.
Third, be honest. Sure, we are all tempted to stretch the truth occasionally…”Doctor, I exercise 4 times a week and never drink or smoke." But ultimately, not sharing the truth can be harmful. Without the right information, IPA can’t make the right diagnosis or make the right recommendations to put your project system on the path to success. So if P&IDs weren’t issued for design until months past authorization or you’re worried your project execution plan wasn’t all it could be…let us know. And remember, on a site benchmarking, we won’t share any project-specific information or comments with your management, so feel free to speak openly.
Last, ask questions. Maybe your boss or your boss’s boss is the one that requested this benchmarking and you couldn't care less. But YOU are still our customer. What do YOU want to know? Ask us your questions and we will help. Are you worried that your construction manager is juggling 15 different projects and not dedicating enough time to your project? Ask, and we should be able to provide data on how much time is optimal. Want to know whether your site’s contracting strategy is a good approach? We have lots of research on that topic we can share. Want to know how we will use certain answers or data in the benchmarking analysis? We want the results to be as transparent as possible, so ask questions.