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Expediting Project Delivery Webinar
Implementing Streamlining Measures
December 11, 2017
•
SHRP2
and Expediting Project Delivery
• Implementing Streamlining Measures
• Getting to Construction Sooner
• Conclusion
Many of the slides in this presentation contain the SHRP2 Solutions logo.
SHRP2 and Expediting Project Delivery
Slide 1: Expediting Project Delivery Webinar - Implementing Streamlining Measures
- Kate Kurgan,
AASHTO
- David Williams,
FHWA
- Peggy Laurenz & Dave Huft, South Dakota
DOT
- Georgi Celusnek, Florida DOT
Images: A strip of photos: a concrete bridge over a river, a highway with numerous traffic devices on trusses above traffic, a bridge over a calm river at night, a train under a bridge, and a worker repairing the underside of a bridge
Slide 2: SHRP2 & Its Focus Areas
- Safety: Fostering safer driving through analysis of driver, roadway and vehicle factors in crashes, near crashes, and ordinary driving.
- Renewal: Rapid maintenance and repair of the deteriorating infrastructure using already-available resources, innovations, and technologies.
- Capacity: Planning and designing a highway system that offers minimum disruption and meets the environmental, and economic needs of the community.
- Reliability: Reducing congestion and creating more predictable travel times through better operations.
Images: Icons that correlate to the items listed above: a vehicle occupant wearing a seat belt and shoulder harness (Safety), a circular arrow that reconnects with itself (Renewal), a six-lane roadway (Capacity), and a clock (Reliability)
Slide 3: Expediting Project Delivery
- Expediting Project Delivery identifies 24 strategies for addressing or avoiding 16 common constraints in order to speed delivery of transportation projects.
- Strategies Grouped Under Six Objectives:
- Improve internal communication and coordination;
- Streamline decision-making;
- Improve resource agency involvement and collaboration;
- Improve public involvement and support;
- Demonstrate real commitment to the project; and
- Coordinate work across phases of project delivery.
Slide 4: Expediting Project Delivery
| Strategy |
Stage of Project Planning or Delivery |
| Early Planning |
Corridor Planning |
NEPA |
Design/ROW/Permitting |
Construction |
| 1. Change-control practices |
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| 2. Consolidated decision council |
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| 3. Context-sensitive design and solutions |
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| 4. Coordinated and responsive agency involvement |
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| 5. Dispute-resolution process |
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| 6. DOT-funded resource agency liaisons |
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| 7. Early commitment of construction funding |
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| 8. Expedited internal review and decision-making |
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| 9. Facilitation to align expectations up front |
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| 10. Highly responsive public engagement |
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| 11. Incentive payments to expedite relocations |
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| 12. Media relations manager |
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| 13. Performance standards |
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| 14. Planning and environmental linkages |
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| 15. Planning-level environmental screening criteria |
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| 16. Programmatic agreement for Section 106 |
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| 17. Programmatic or batched permitting |
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| 18. Real-time collaborative interagency reviews |
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| 19. Regional environmental analysis framework |
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| 20. Risk management |
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| 21. Strategic oversight and readiness assessment |
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| 22. Team co-location |
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| 23. Tiered NEPA process |
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| 24. Up-front environmental commitments |
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Boxes with a checkmark show direct applicability. Empty boxes show conditional applicability.
Slide 5: Implementation Award Recipients
- Arizona Department of Transportation (ADOT)
- Arkansas State Highway and Transportation Department (AHTD)
- Association of Monterey Bay Area Governments (AMBAG)
- California Department of Transportation (Caltrans)
- Florida Department of Transportation (FDOT)
- Idaho Transportation Department (ITD)
- Maricopa Association of Governments (MAG)
- Massachusetts Department of Transportation (MassDOT)
- Nebraska Department of Roads (NDOR)
- South Carolina Department of Transportation (SCDOT)
- South Dakota Department of Transportation (SDDOT)
- Vermont Agency of Transportation (VTrans)
Slide 6: SHRP2 on the Web
Image: Screenshot of the SHRP2 website homepage
Slide 7: AASHTO & FHWA Contacts
Images: the AASHTO logo and the U.S. Department of Transportation logo
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Implementing Streamlining Measures
Slide 8: Implementing Streamlining Measures
C19: Expediting Project Delivery
Peggy Laurenz & Dave Huft
South Dakota Department of Transportation
December 11, 2017
Image: the South Dakota DOT | Connecting South Dakota and the Nation logo
Images: a strip of photos: a bridge section being installed, a team looking over plans, an aerial view of a highway interchange, a four-lane highway in a rural area during autumn, the construction of a large concrete bridge
Images: the U.S. Department of Transportation FHWA logo, the SHRP2 Solutions | Tools for the Road Ahead logo, and the AASHTO logo
Slide 9: C19 Assessment Workshop
Participants
- SDDOT
- FHWA SD Division
- FHWA Resource Center
- USDOT Volpe
“Constraints”
- Conflicting Resource Values
- Inability to Maintain Agreement
- Insufficient Public Engagement
- Lack of Dedicated Staff
- Large/Complex Projects
Slide 10: Strengths & Opportunities
Strengths
- Empowered workforce
- Management systems
- Scoping process
- Public engagement
- Open, iterative
STIP
process
- Commitment to process improvement
- Strategic planning
Challenges & Opportunities
- Public communication
- ITS process integration
- Environmental commitment tracking
- Project scheduling
- Staff size
- Staff turnover
- Local gov’t coordination
- Risk identification in scoping
Slide 11: Five Actions
SHRP2 C19
- Enhance public interaction
- Increase schedule accountability and allocate internal resources
Other
- Coordinate with External Partners
- Railroads (R16)
- Utilities (R15B)
- Build Internal & External Capacity
- Training
- Mentoring
- Onboarding
- Improve Scoping
Slide 12: Public Engagement: Public Meetings
Strategies
- Public meeting workflow
- Stronger advertising
- Personal outreach
- Better preparation
- Public meeting survey
Survey Topics
- Date & Location
- How aware of meeting?
- Reason for interest
- Meeting quality
- Purpose clearly explained
- Information clarity
- Free to comment
- Questions answered
- How to improve?
Slide 13: Sample Survey Results
The purpose of the meeting was clearly explained
- Strongly Agree: 46%
- Agree: 38%
- Disagree: 2%
- Strongly Disagree: 4%
- Does not apply: 8%
Information was presented clearly at the meeting
- Strongly Agree: 47%
- Agree: 40%
- Disagree: 1%
- Strongly Disagree: 4%
- Does not apply: 8%
I felt free to comment and ask questions during the meeting
- Strongly Agree: 40%
- Agree: 37%
- Disagree: 4%
- Strongly Disagree: 5%
- Does not apply: 14%
Questions were answered clearly and completely
- Strongly Agree: 36%
- Agree: 40%
- Disagree: 3%
- Strongly Disagree: 4%
- Does not apply: 17%
Image: a vertical bar graph displaying answers to four questions. The results are reproduced in the lists above.
Slide 14: Public Engagement: Landowner Communication Survey
- Location & Project
- Pre-construction communication
- Nature of work
- Adequately informed
- Opportunity to ask questions, express concerns
- Communication during construction
- SDDOT staff contact
- Accessible
- Timely
- Accurate
- Courteous
- Public meetings
- Preferred communication
- Did well/Do better
- Overall satisfaction
Slide 15: Project Delivery/Scheduling
- SDDOT created a “Project Delivery Office” to place emphasis on timely project delivery
- Mission: Ensure all pre construction projects are delivered to Bid Letting on the schedule intended so we can meet STIP dates
Slide 16: Understanding
- What we know, what we need, what we do…
- First Steps: Self Evaluation
- understand our processes
- understand our priorities
- identify our strengths
- acknowledge our challenges
- acknowledge our challenges
- Determine a direction - Make a plan
Slide 17: Accurate & Reliable Schedules
- Become proficient with our scheduling software
- Schedulers attended software training
- Involve subject matter experts
- Involve those who are doing the work
- Retool all of our base network schedules
- Convert active projects from old schedules to improved networks and redefine schedules for each project
- No more guessing
- Up-to-date, accurate schedules
Slide 18: Realign Focus: Ready Date Concept
- Ready Date: completed plan package due in Bid Letting
- New schedules focus on day-to-day work and accomplishing specific activities on time
- The new end goal: Ready Date
- on the shelf early
- optimal letting window
- bid letting flexibility
- STIP agility
- meet STIP funding and timing goals
Slide 19: Long Term Planning to Achieve Short Term Goals
- We Knew
- meeting a Project Ready Date and anticipated STIP year takes organization and focus
- We Created
- a number of tools ensure each project schedule was getting individual attention at regular intervals
- We Can Now
- address project and schedule issues early
- make conscious decisions about the future of the project
- make conscious decisions about the STIP
Slide 20: Tools for Success
- Resource Planning and Allocation
- Schedule Review Points
- Individual attention and project updates
- Project Risk Status
- Status alert system - Red/Yellow/Green
- Team Meetings
- The right people in the room for the best decision
- Strategic Milestones
- Measure: knowledge is power
- Project Delivery Work Group
Slide 21: Next Steps
- Strong focus on communication
- Continue to learn and use the software to our advantage
- Implement more defined project controls
- Clarify roles and responsibilities
- Project management training
- Provide more management reports and data
- Make conscious and informed decisions
Possibilities are many. Every step forward or new concept opens the door to more ideas and concepts.
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Getting to Construction Sooner
Slide 22: Streamlining Project Delivery - Getting to Construction Sooner
C19: Expediting Project Delivery
December 2017
Georgi Celusnek, Florida DOT
Images: a strip of photos: a bridge section being installed, a team looking over plans, an aerial view of a highway interchange, a four-lane highway in a rural area during autumn, the construction of a large concrete bridge
Slide 23: How We Got Here
- Summer 2013: Value Engineering of
PD&E
- Fall 2013: SHRP2/C-19 Assistance
- Spring 2015:
SWAT
Teams
- SWAT is a Process
- December 2016: NEPA Assignment
- Measuring Progress
Image: a graphic of a timeline, the details of which are provided in the list above
Slide 24: Recommendations and Implementation
- Maximize number of Projects Using State Funds Only
- Overlap the PD&E and Design Phases
- More Contractual Options for PD&E and Final Design
- Designate a Single Project Manager for Both PD&E and Final Design Phases
- Perform Pre-Work In Advance of PD&E Study Commencement
- Streamline the PD&E and Design Schedule Templates
- Perform a Value Engineering Study on the Right of Way Acquisition Process
- Hold Pre-Scoping Meeting Workshops for PD&E Projects
- Create a PD&E QA/QC Checklist for Final Documents
- Standardize Format for PD&E Project Progress Reports
- Hold In-Person Regional Training Conferences for FDOT Staff and Consultants
- Improve the Public Involvement Program (PIP) Template
- Simplify and Combine PD&E Documents
- Create PD&E Staffing Hour Guideline Spreadsheet and Estimation Form
Slide 25: Getting to Construction Sooner in 14 easy steps!
- 1. Maximize number of Projects Using State Funds Only
Image: a reproduction of the FDOT State, Local, or Privately Funded Project Delivery Process which has large words (“Our Flow Chart to Determine Eligibility”) on top of it
Slide 26: Getting to Construction Sooner in 14 easy steps!
- 2. Overlap the PD&E and Design Phases
- Traffic Data Collection & Projections
- Environmental Data & Coordinations
- Survey & Aerials
- Stakeholder Outreach
Images: Two similar work process flowcharts: the second one is shorter because the PD&E and the Design phases overlap
Slide 27: Getting to Construction Sooner in 14 easy steps!
- 3. More Contractual Options for PD&E and Final Design
Images: graphics of three contracts: PD&E and Design, PD&E, and Design
Slide 28: Getting to Construction Sooner in 14 easy steps!
- 4. Designate a Single Project Manager for Both PD&E and Final Design Phases
Image: a cartoon of a man handing off a ball to another
Slide 29: Getting to Construction Sooner in 14 easy steps!
- 5. Perform Pre-Work In Advance of PD&E Study Commencement
- Traffic Data Collection & Projections
- Environmental Data & Coordinations
- Survey & Aerials
- Stakeholder Outreach
Image: a work process flowchart showing additional time savings
Slide 30: Getting to Construction Sooner in 14 easy steps!
36 to 27 months
- 6. Streamline the PD&E and Design Schedule Templates
Images: reproductions of two design schedule templates
Slide 31: Getting to Construction Sooner in 14 easy steps!
- 7. Perform a Value Engineering Study on the Right of Way Acquisition Process
Image: a circular Value Engineering graphic with these steps: Define Project Scope, Project Blueprint, Implement, Enable/Go-Live,
KPIs/Best Practices, Support/Future Phase Planning, Current Stage & Mapping, and Improvement Opportunities
Slide 32: Getting to Construction Sooner in 14 easy steps!
- 8. Hold Pre-Scoping Meeting Workshops for PD&E Projects
Image: reproduction of a Scope Development Workshop procedure
Image: graphic of eight people at a table brainstorming
Slide 33: Getting to Construction Sooner in 14 easy steps!
- 9. Create a PD&E QA/QC Checklist for Final Documents
Images: reproductions of three different checklists and a large icon of a checklist
Slide 34: Getting to Construction Sooner in 14 easy steps!
- 10. Standardize Format for PD&E Project Progress Reports
Image: reproductions of two different progress reports
Slide 35: Getting to Construction Sooner in 14 easy steps!
- 11. Hold In-Person Regional Training Conferences for FDOT Staff and Consultants
Image: a photo of two rows of people; those in the front row each hold a letter that spells the word “Training”
Slide 36: Getting to Construction Sooner in 14 easy steps!
- 12. Improve the Public Involvement Program (PIP) Template
Image: reproduction of the FDOT Public Improvement Program Template
Slide 37: Getting to Construction Sooner in 14 easy steps!
- 13. Simplify and Combine PD&E Documents
Image: close-up photo of a thick document with a tape measure against its edge
Slide 38: Getting to Construction Sooner in 14 easy steps!
- 14. Create PD&E Staffing Hour Guideline Spreadsheet and Estimation Form
Image: reproduction of a PD&E Staffing Hour Guideline Spreadsheet and Estimation Form
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Conclusion
Slide 39: Summary
Image: graphic image containing a generic 3D vertical bar graph, a notepad, a pie chart, and a magnifying glass
Slide 40: Questions?
Please remember to type in your questions to the question prompt.
Thank you for participating!
Image: photo of a curving rural road in autumn
Slide 41: Presenter Contacts
- Kate Kurgan, AASHTO, kkurgan@aashto.org, 202-624-3635
- David Williams, FHWA, david.Williams@dot.gov, 202-366-4074
- Dave Huft, South Dakota DOT, Dave.Huft@state.sd.us, 575-525-7349
- Peggy Laurenz, South Dakota DOT, peggy.laurenz@state.sd.us, 605-773-3654
- Georgi Celusnek, Florida DOT, Georgi.Celusnek@dot.state.fl.us, 954-777-4368
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