Project XL Process Improvements A Faster, Simpler, More Effective Proposal Process

United States Office of the EPA 100-F-98-027
Environmental Protection Administrator December 1998
Agency [Mail Code!802] (http://w
ww.epa.
govl
Project XL Process
Improvements
A Faster, Simpler, More Effective Proposal Process

Why a New Process for Project XL?
In order to reduce project development costs for all parties involved, a group of dedicated
representatives from the Environmental Protection Agency (EPA), industry, non-profit
organizations, States, and other concerned stakeholder groups, have worked with EPA to
"reengineer" the XL process. This effort has led to substantial improvements in how projects are
designed, developed and implemented. [For more details on the Project XL program itself, please
refer to the brochure: Project XL-Good for the Environment, Good for Business, Good for
Communities or to the Project XL web site at (http://www.epa.gov/ProjectXL).

When Project XL was launched in 1995, there were no models to draw upon. EPA, project sponsors,
states, and stakeholders all had to learn by doing. After gaining experience with actual projects, EPA
and other stakeholders are now able to be more specific about what a quality proposal should
contain, how decisions should be made, and what a reasonable process should entail. The "re-
engineering" effort maintained XL's initial design, but built on XL's practical experience.

Benefits of the Revised Process
After a step-by-step evaluation of the old process, the stakeholder group created a new process
that is faster, more predictable and more effective for project sponsors and other stakeholders.
( I
The old process needed.... The new process is now....
Greater clarity in determining: Clearer and More Predictable as a result

. **
• what makes a good proposal. ^
i % a Best Practices Guide for Proposal Development

. how to involve and assist stakeholders , s

"' a Stakeholder Involvement Guide

Technical Assistance for Stakeholders, and

I ^> Assistance with convening stakeholder groups.

Better management:
Faster as a result of:
within the EPA decision-making process.
a Guide for EPA Teams (and training for new
teams.)
of proposal development activities within the
agency, with states, and with other regulators Project Management Schedules, including
outside of EPA. . N. milestones
Clearer commitment:
u „ ^ * Stronger as a result of:
• to an expeditious process by all parties at "

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  all levels.
                                                  early EPA senior management involvement, and
                                                 clearer roles and responsibilities for all
                                                 participants.
Sample Results of the New Process
Evidence of these improvements have already been seen in several XL projects currently under
development (e.g., Atlantic Steel, New England Labs Consortium, and International Paper).  In the
Atlantic Steel XL Project in Atlanta, GA, for example, the project sponsor used the Best Practices for
Proposal Development guide, resulting in a quality proposal which was selected by EPA for Final
Project Agreement development within three months of submission.  In addition, a cohesive  EPA
review team was formed with support from upper management, and an accelerated project
management schedule has been used.  As a result, the Atlantic Steel  project is on track to have a
final project agreement signed less than six months after initial discussions with the project sponsor
began.
Description of the New Process Phases
The revised XL process is divided into shorter, more focused project phases, with an estimated time
frame of 6 months to a year, as opposed to 18 months or more for the old process.
The XL Proposal Process
Phase
Pre-Proposal
Proposal
Development
EPA & State Proposal
Review
Final Project Agreement
Development, and a Federal
Register Notice, with a site
specific rule (if appropriate)
Estimated
Time*
20 - 30 days
50 - 75 days
40 -60 days
90-180 days
Description
Informal discussions between EPA, State and
sponsors
potential
EPA helps sponsor develop proposal concepts into complete
proposal package
EPA makes decision whether to proceed with
FPA
EPA, Sponsor, State and stakeholders work to
developing an
develop FPA
* provided the project sponsor, EPA and the State agree with the proposed schedules.

For More Information
More information about Project XL is available on the Internet at http://www.epa.gov/ProjectXL, or via
Project XL's Information Line at 202-260-5754.

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