Title: Process%20Development%20and%20Integration%20for%20the%20Six-Year%20Program%20and%20the%20Statewide%20Transportation%20Improvement%20Plan%20%20Progress%20Report%20Department%20of%20Systems%20and%20Information%20Engineering%20and%20Center%20for%20Risk%20Management%20of%20Engineering%20Systems%20University%20of
1Process Development and Integration for the
Six-Year Program and the Statewide Transportation
Improvement Plan Progress ReportDepartment of
Systems and Information Engineering and Center
for Risk Management of Engineering Systems
University of VirginiaNovember 19, 2003
2Agenda
- Background
- Purpose
- Progress review
- Task 1 Recommendations for Public Involvement
- Task 2 BPWin Process Model of SYIP and STIP
Development - Task 3 BPWin Process Model of Amendment
Process - Discussion
3Background
- STIP is a federal three year programming document
and an abridgement of SYP - Lag of three months between the financial year of
SYP and STIP - Process review report on the development process
of STIP - Joint FHWA/FTA/VDOT/VDRPT, November 2002
- Committee implementing recommendations of
November report - Chairs Mr. Charles Rasnick, Mr. Kenneth Lantz
- Procedure Chair Ms. Deborah Grant
- Finance Chair Mr. Robert Hofrichter
- Public Involvement/Education Mr. Ben Mannell
4Purpose
- Deploy analytical methodologies to support the
SYIP/STIP committee - Provide research on other state processes for
SYIP/STIP development - Provide a how-to document with recommendations
for the SYIP/STIP update process
5Tasks and Schedule
Tasks Duration (months) Start month End month
1. Evaluation of Public Involvement 12 1 12
2. BPWin Process Model of SYIP and STIP Development 4 1 4
3. BPWin Process Model of Amendment Process 4 3 6
6Task 1 Recommendations for Public Involvement
7Recommendations for Public Involvement
- Review the 2003 pre-allocation hearings, CTB
meetings, etc. - Review the recent VTRC public involvement report
and other literature - Review progress of other states
- Identify and characterize the relevant public
involvement activities in the SYIP/STIP process
model - Perform critical evaluation of the new public
involvement process - Develop recommendations for evolution of the
public involvement process for the SYIP - Develop recommendations on how the STIP can
receive public comment as a separate document
from the SYIP - Support the STIP/SYIP committee currently working
on a public involvement plan - Review outcome of the recent process review on
public involvement (FHWA) - Make recommendations for the evolving public
involvement policy of VDOT (1995)
8Public Hearing Schedule
Staunton, Bristol Not attended
9Objectives of Public Outreach
- The engineering focus group participants readily
pointed out several broad objectives they thought
VDOT needed to achieve in its public outreach - To meet all legal mandates for public involvement
in transportation project (specifically, those of
FHWA) - - To educate citizens about how government works
(public affairs staff also emphasized this
objective).
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
10Citizens Information Needs and Preferences
- VDOTs planning process is not well understood by
citizens. - VDOTs project development process is not well
understood by many citizens. - VDOTs public involvement processes (for planning
and for project development) are not well
understood by most citizens. - Most citizens indicated they wish to be updated
quite often on the status of VDOT projects (i.e.,
at least quarterly).
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
11Citizens Information Needs and Preferences Contd
- Citizens want to know VDOTs realistic
expectations for projects - Citizens continue to rely on the newspaper and
written materials (e.g., newsletters) for
notification about VDOT meetings and updates on
VDOT plans and project. - Citizens (as well as VDOT staff and MPOs) rate
the agencys more personal approaches to
presenting project information positively - Citizens would like more feedback from VDOT about
how their input is really used, and VDOT staff
agree that this is a need.
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
12Intra-Organizational Factors in VDOTs Public
Outreach
- Many on the division staff involved in VDOTs
public outreach do not believe their work is
well-understood by other divisions or VDOT
executives. - VDOT staff in the studys focus groups had
different views about the required technical
content of the agencys newspaper notices, as
well as the best review process for them.
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
13Sample of findings from previous efforts
- Early and continuous public involvement in
decision making - Frequent communications with citizens about plan
or project status - Consistency in public communications from
different parts of VDOT - Personalized communication approaches
- More feedback to citizens about how their input
has been used - More coordination of public outreach by different
divisions or units in VDOT - More strategic communications planning and
evaluation (for major projects, in particular)
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
14The Toolkit of Outreach Techniques
- Public Involvement Toolkit is a means of
providing VDOT staff with techniques for public
outreach - For example, a staff member could look up
techniques for communicating with a small group
of neighborhood residents very early in the
project. - Or use information provided to help develop means
of communicating information to a large workgroup - However, the toolkit does not address the issue
of the staff member responsible for choosing the
technique or who will provide feedback to the
public - Depends of VDOT policy
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assesment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Invovlement Toolkit Phase II
15Survey Developed
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
16Minnesotas Toolkit
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
17Recommendations from Public Involvement Document
- VDOT staff involved in public outreach should use
the toolkit and the soon-to-be released FHWA
electronic public involvement planning tool in
selecting outreach techniques for specific plans
or projects. - VDOTs Transportation Mobility Planning
Division and the Office of Public Affairs should
explore ways to increase the publics
understanding of the planning process. - VDOTs Office of Public Affairs, LD Division,
and other technical staff should explore ways to
increase the publics understanding of the
project development and project public
involvement processes. - VDOTs LD Division and Office of Public Affairs
should explore more effective ways to inform
citizens about how their collective input has
been used for project or plan development.
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
18Recommendations (cont)
- VDOT should provide the 4.0 FTEs recommended for
an Outreach Section in the Office of Public
Affairs as soon as the budget situation permits. - VDOT should consider creating a task group of
engineering project managers from the LD
Division and staff of the Office of Public
Affairs to identify ways to maximize the quality
and consistency of newsletters for the public. - VDOT should periodically commission broad
assessments (such as the SMC communications audit
(Siddall, Matus and Coughter Consultants, 2002b)
to assess the effectiveness of communications
among agency staff and between VDOT, the public,
local officials, and legislators.
Source O'Leary, A.A., Kyte, C.A., Arnold, E.D.,
Perfater M.A. (2003) An Assessment of the
VirginiaDepartment of Transportation's Public
Involvement Practices and the Development of a
Public Involvement Toolkit Phase II
19Mapping the Public Involvement Process
- Using the joint process review by FHWA, FTA,
VDOT, and VDRPT entitled Development and
Financial Constraint of Virginias STIP, the
processes central to public involvement are
identified - November 2002
- Each road system has a differing process of
public involvement - Tentative SYP Program
- Secondary Roads
- Urban Programs
- MPO Planning
- STIP Development Process
20STIP Development Process
21Tentative Program
22Secondary Roads
23Urban Programs
24MPO Planning
25Task 2BPWin Process Model of SYIP and STIP
Development
26BPWin Process Model of SYIP and STIP Development
- Document SYIP and STIP relationships to other
databases and activities to include FMS II, PPMS,
cost estimation system, etc. - Describe a calendar-based process model for SYIP
and STIP development using BPWin software - Review the current iSYP functions and help menus
- Review and benefit from ITAD application of BPWin
to cost estimation - Describe the STIP/SYIP business processes using
BPWin (IDEF0 and IDEF3) - Build on the process descriptions of
- the 11/02 FHWA/VDOT/VDRPT report on 'Development
and Financial Constraint of Virginia's STIP' and - the latest version of the STIP calendar
- Seek additional detail of activities, which may
be required for the BPWin process model - Support ITAD adding a STIP module to the ISYP
system by December/January - Demonstrate that the BPWin process model supports
IT development of the electronic STIP environment
(e-STIP)
27Business Process Modeling
- IDEF Integrated Definition
- Used to analyze business processes
- IDEF0
- IDEF3
- Software used AllFusion Process Modeler
(formerly known as BPWin)
28Process Modeling Methodology IDEF0
- Procedure Activity decomposition
- Design Model decisions and activities of a
system - Use Aids in communicating and analyzing
functional perspective of a system - Sequence of activities cannot be depicted
Source http//www.idef.com http//www.oliver.efz
g.hr/vbosilj/iceis2000.pdf
29Process Modeling Methodology IDEF0
- Basic modeling unit ICOM model
Source http//www.cit.gu.edu.au/noran/Docs/UMLvs
IDEF.pdf
30Process Modeling Methodology IDEF0
- Inputs - consumed or transformed by the process
- Outputs - created through the consumption or
transformation of inputs of process - Controls - guide the process such as guidelines,
regulations, policies - Mechanisms - accomplish the actions of the
process such as people, manual or automated tools
Source http//www.cit.gu.edu.au/noran/Docs/UMLvs
IDEF.pdf
31Process Modeling Methodology IDEF3
- Procedure Process based decomposition
- Design Scenario-driven process flow modeling
- Use Captures precedence and causality relations
between situations and events - Sequence of activities is depicted
Source http//www.idef.com http//www.oliver.efz
g.hr/vbosilj/iceis2000.pdf
32Process Modeling Methodology IDEF3
- Basic modeling unit Unit of Behavior (UOB)
- Logic junctions AND, OR, Exclusive OR
- Links between activities
- Precedence
- Relational
- Object flow
Source http//www.idef.com http//www.oliver.efz
g.hr/vbosilj/iceis2000.pdf
33STIP Development Process
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
34STIP Development Process IDEF0 View
35Revenue Forecasts
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
36Revenue Forecasts IDEF0 View
37Data needs for IDEF0
- Activities
- Objective
- Title of responsible department/s
- Inputs
- Control
- Mechanism
- Key Decisions
- Impacted Activities
- Estimated Duration
38Activity Building IDEF0
39Activity Properties IDEF0
40Activity Properties IDEF0
41Responsible people MPO staff Mechanism Solicits
public involvement in the development of draft
TIP Information used to develop MPO statement of
priorities for pre-allocation hearing
MPOs Develop Draft TIP
Pre-allocation Hearing
Approval of drafted TIP
Air Quality
Demonstrate Conformity
Mechanism Conformity testing Responsible
People Technical Committee and MPO
MPOs Adopt Final TIP
42Six Year Budget
Mechanism Allocation of construction and
non-construction cost to the draft program based
on requirements on Code of Virginia
Draft Program
Responsible Persons VDOT Updating PPMS
Project Cost Estimates
Outputs from Project Cost Estimates as Inputs to
Draft Program
Mechanism First cost estimate generated based on
1993 review of award costs of projects
statewide. Constantly adjusted to keep up with
inflation and business process changes into
Preliminary engineering, right-of-way and
construction based on historical trends of
similar projects.
43Responsible Persons CTB
Pre-allocation Hearings
Responsible Persons Assistant Commissioner of
Finance Secretary of Transportation
Mechanism Final figures received from Financial
Planning and Debt Management Division and program
adjusted as necessary.
Inputs Priorities developed by citizens and
elected officials.
Agency/CTB Review
Tentative Program
Revisions incorporated into tentative program
Output from tentative program Statewide and
District summaries provided to CTB for approval.
May result in minor changes. Following approval,
document is made available to public via internet
for comments.
Mechanism Review district-by-district. Financial
Planning and Debt Management Division runs the
cash forecast.
44Final Public Hearing
Output Final changes made to the tentative
program by VDOT management. Final document is
prepared for CTB meeting
Mechanism Hearings held in two locations Salem
(western district) Richmond (eastern district)
CTB Approval of Final Program
Approved program is posted on the internet.
Final Program
Cash Forecast
45Financial Constraint Demo
Mechanism Documenting revenues from the various
funding categories
STIP sent to Federal Agencies
MPO develop final TIP
46Task 3BPWin Process Model of Amendment Process
47BPWin Process Model of Amendment Process
- Review the recent MOA addressing the amendment
process - Characterize in BPWin the IDEF0 and IDEF3
activities that constitute the amendment process - Identify the process methods to track changes and
document continued financial constraint as
changes are made - Provide narrative documentation of the amendment
process - Identify opportunities to improve or support the
amendment process - Identify and prioritize those activities of the
amendment process that are candidates for
automation by ITAD et al. - Use the BPWin result to describe evolution of the
current process to a process that utilizes the
iSYP/STIP database to generate understandable
documentation of what is being changed--the
revised table C from the STIP document, etc.
48Discussion