Process%20Development%20and%20Integration%20for%20the%20Six-Year%20Program%20and%20the%20Statewide%20Transportation%20Improvement%20Plan%20%20Progress%20Summary%20James%20H.%20Lambert%20<lambert@virginia.edu>%20(434)%20982-2072%20www.virginia.edu/crmes/stip%20Center%20for%20Risk%20Management%20of - PowerPoint PPT Presentation

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Process%20Development%20and%20Integration%20for%20the%20Six-Year%20Program%20and%20the%20Statewide%20Transportation%20Improvement%20Plan%20%20Progress%20Summary%20James%20H.%20Lambert%20<lambert@virginia.edu>%20(434)%20982-2072%20www.virginia.edu/crmes/stip%20Center%20for%20Risk%20Management%20of

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Title: Process%20Development%20and%20Integration%20for%20the%20Six-Year%20Program%20and%20the%20Statewide%20Transportation%20Improvement%20Plan%20%20Progress%20Summary%20James%20H.%20Lambert%20<lambert@virginia.edu>%20(434)%20982-2072%20www.virginia.edu/crmes/stip%20Center%20for%20Risk%20Management%20of


1
Process Development and Integration for the
Six-Year Program and the Statewide Transportation
Improvement Plan Progress SummaryJames H.
Lambert ltlambert_at_virginia.edugt (434)
982-2072www.virginia.edu/crmes/stipCenter for
Risk Management of Engineering Systems and
Department of Systems and Information Engineering
University of VirginiaApril 27, 2004 (See
supplement materials that update this progress
report to July 21, 2004)
2
Preface
  • SYIP/STIP business process spans many divisions
    and activities across VDOT
  • Need to focus and bound SYIP/STIP business
    process modeling that is supportive of current
    FHWA-VDOT initiatives
  • IDEF documentation should provide a basis for
    action and remedies to current process
    deficiencies

3
Process Modeling Methodology - IDEF3
  • Capture description of a process and the network
    of relations that exists between processes
  • Record the raw data resulting from fact-finding
    interviews in systems analysis activities
  • Document the decision procedures affecting the
    states and life-cycle of critical shared data,
    particularly manufacturing, engineering, and
    maintenance product definition data
  • Manage data configuration and change control
    policy definition
  • Make system design and design trade-off analysis

4
Background IDEF0 Example
5
Data Needs for IDEF3
  • Activities
  • Objective
  • Title of responsible department/s
  • Inputs
  • Control
  • Mechanism
  • Key decisions
  • Impacted activities
  • Estimated duration
  • Related models/diagrams

6
Background IDEF3 Example
Source http//www.idef.com/Downloads/pdf/Idef3_fn
.pdf
7
Activity 1 BPWin Process Model of SYIP and
STIP Development
Software Application of IDEF
8
IDEF Workbook
9
Discussion of Process Models
  • Created Several Process Models
  • Used IDEF3
  • Merged into one large process model
  • Some of activities had sub-activities

Above STIP Process Model Left IDEF3
Description
10
STIP Development Process Flow Diagram
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
11
STIP Development Process IDEF Example - Tree
Diagram View
1
2
12
STIP Development Process IDEF Example
Sub-Process View
13
Revenue Forecasts Flow Diagram
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
14
Revenue Forecasts IDEF Example - Tree Diagram
View
15
Other Processes Modeled
  • STIP Development Process
  • Revenue Forecast
  • Highway Maintenance and Operating Fund
  • Transportation Trust Fund/Priority Transportation
    Fund
  • Planning and Engineering Estimates
  • Drafting of the SYIP
  • Tentative Program
  • Secondary Roads
  • Urban Programs
  • MPO Process

16
Activity 2Case Study of Public Involvement
17
Mapping 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

18
STIP Development Process
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
19
Tentative Program
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
20
Secondary Roads
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
21
Urban Programs
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
22
MPO Planning
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
23
Public Involvement Workbook
24
Public Involvement Toolkit
A Public Involvement Toolkit should be
implemented for the selection of Public Outreach
techniques.
Minnesotas Public Involvement Toolkit
VTRCs Proposed Toolkit
Source VDOT and VTRC 2003 Phase II Report
25
Activity 3Case Study of STIP Amendments
26
Tracking of STIP Amendments
  • Hundreds of amendments are processed each year to
    revise a current project in the STIP or to add a
    new project
  • The amendment process has no documented structure
  • We developed an IDEF model and associated
    flowchart to document all activities

27
Amendment Process Workbook
28
Flowchart of Amendment Process
29
Progress since Initiation of Contract
  • Built hypertext Excel workbook according to IDEF
    standard
  • UVa extended the standard to accommodate
    additional graphical types of data that we are
    obtaining
  • Populated the above workbooks with text,
    timelines, interview transcripts, organizational
    charts with initial focus on public involvement
    and amendment activities

30
Progress since Initiation of Contract (Cont.)
  • Loaded BPWin software (IDEF) to a UVa
    workstation, entered sample of data from
    hypertext spreadsheet
  • Interviewed Ben Mannell in Richmond, obtained
    STIP timeline and his description of activities
  • Interviewed Rob Walters at Biotech Center,
    obtained his description of certain activities
  • Interviewed Gene Wells in Richmond, obtained his
    description of the STIP amendment process
  • Attended Ben Mannells training session for VDOT
    employees and MPO staff, morning and afternoon
    sessions

31
Progress since Initiation of Contract (Cont.)
  • Made phone interview with Utah DOT staff who
    developed process model of interaction with MPOs
    on their STIP, learned that they benefited from
    negotiated agreement of what activities would be
    performed by whom and by what calendar dates
  • In related activity, met with Chad Tucker (VDOT
    staff) et al. in Charlottesville regarding
    prioritization system for state highway plan
  • Interviewed Craig Ahlin, obtained his description
    of different controls on STIP amendments

32
Progress since Initiation of Contract (Cont.)
  • Made phone interview with Deborah Grant.
    Discussed the FMIS system and project approval.
  • Deborah Grant sent templates for the narratives
    of the STIP process and forms for the FMIS
    system, which have been posted to our website.
  • Conducted interview with Donald Silies,
    Administrator for the Scheduling and Contract
    Division with respect to the Advertisement
    Schedule.
  • There are is staff (Dirickson), one graduate
    student (Sarda), Prof. Lambert, and three
    undergraduate research assistants on the project
    since February 1

33
Ongoing Future Efforts
  • Develop recommendations to improve the current
    modeled processes
  • Continue data collection for IDEF model
  • Model more of the STIP/SYIP processes
  • Integrate IDEF model with data models of IT
    Division

34
Project Website (www.virginia.edu/crmes/stip)
Source www.virginia.edu/crmes/stip
35
Project Website (www.virginia.edu/crmes/stip)
Source www.virginia.edu/crmes/stip
36
Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
  • Notes from meeting with BioTech (7-22-04) - RKJ
  • DRAFT of the Final Report for this Project
    (7-14-04) - RKJ
  • Transportation Mobility Planning Division STIP
    schedule as of June 1, 2004 (Draft) (6-28-04) -
    RKJ
  • STIP Development Process in AllFusion Program
    (6-24-04) - RKJ Need CA AllFusion Program to
    open document
  • Ahmet Anday and Amy Costello Interview (6-23-04)
    - RKJ
  • IDEF Worksheet Questions asked during Interviews
    (6-14-04) - RKJ
  • Financial Planning Section from the National
    Highway Institute/National Transit Institute
    class taught by Jennifer DeBruhl (6-11-04) - RKJ
  • Programming Section from the National Highway
    Institute/National Transit Institute class taught
    by Jennifer DeBruhl (6-11-04) - RKJ
  • Jennifer DeBruhl Interview (6-09-04) - RKJ
  • IDEF Worksheet Update - Compilation of Previous
    Worksheets (6-04-04) - RKJ Updated 6-25-04
  • Success with CA AllFusion- Document describing
    SRAs success with the AllFusion Program (6-03-04)
    - RKJ
  • Example of AllFusion Project - Created by
    Voluntary Interindustry Commerce Standards
    (6-03-04) - RKJ
  • Information on AllFusion Process Modeler -
    (6-03-04) - RKJ
  • IDEF Worksheet Update - Construction Process -
    RTS - 5/6/04
  • Craig Ahlin Interview (05-06-04)
  • Progress Report Presentation - April 27th meeting
    (4-27-04)
  • SIEDS 2003 - Conference Presentation (4-16-04)

37
Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)
  • Notes from Deborah Grant Interview - 4/14/04 -
    ELI
  • Deborah Grant Interview - Federal Aid FMIS
    (4-13-04) - ELI
  • Deborah Grant Interview - Right of Way Template
    (4-13-04) - ELI
  • Deborah Grant Interview - Preliminary Engineering
    Estimate Template (4-13-04) - ELI
  • Deborah Grant Interview - Team District
    Assignments (4-13-04) - ELI
  • Deborah Grant Interview - Blank Construction FMIS
    Document - (4-13-04) - ELI
  • Deborah Grant Interview - Blank PE-1 Template -
    (4-13-04) - ELI
  • Deborah Grant Interview - Blank RW-201 Template -
    (4/13/04) - ELI
  • SIEDS 2004 - Conference Poster (4-12-04)
  • SIEDS 2004 - Conference Paper (4-12-04)
  • Notes from March 24th meeting with VDOT (4-4-04)
  • Progress Report Presentation - March 24th meeting
    (3-24-04)
  • Vision for Integrated STIP - Charlie Rasnick
    Email Transcript (03-19-04)
  • Supplementary Emails Explaining the Vision for an
    Integrated STIP (03-19-04)
  • Progress Report, University of Virginia
    (02-24-04)
  • IDEF Worksheet - STIP Process (02-23-04)
  • IDEF Worksheet - STIP Process (03-04-04)
  • IDEF Worksheet - Amendment Process (02-24-04)
  • IDEF Worksheet - Amendment Process (03-09-04)

38
Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)
  • Progress Report, University of Virginia
    (01-23-04)
  • Progress Report, University of Virginia
    (11-19-03)
  • Revised STIP Proposal (11-18-03)
  • Materials from Joint FHWA,VTRC and VDOT meeting
    (11-17-03)
  •            STIP Procedures Memorandum of
    Agreement
  •            Evaluation of Public Participation in
    Virginia, Review by FHWA, 2002
  • Public Involvement Techniques for Transportation
    Decision-making-1996 (FHWA site)
  • Assessment of VDOT's Public Involvement Practices
    -- Final Report, June 2003
  • Materials from STIP Committee Meeting (10-21-03)
  •             STIP-04 TimeLine
  •             FY04-06 STIP
  •             FY04-09 SYIP
  • Meeting with Mr. Murali Rao (Current STIP Poster,
    Current STIP Sub-Processes, Recommended STIP )
    (10-15-2003)
  • Culpeper Public Hearing Meeting (10-09-2003)
  • Six Year Program - Report on Development,
    Monitoring, Implementation and Best Practices
    (10-07-2003)
  • STIP - Massachusetts (10-06-2003)
  • Lynchburg Public Hearing Meeting (09-30-2003)
  • Presentation by James H. Lambert (09-15-2003)
  • Changes In Work Plan (07-07-2003)

39
Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)
  • VDOT Home
  •   VDOT Organization Chart
  •   Projects and Plans
  •   Public Hearings Meetings and Events
  •   Fall 2003 Hearing Schedule
  • SYIP
  •   SYIP Public Hearings Powerpoint
  •   SYIP 2004-2009 Report
  •   SYIP Update Public Hearings Fall 2003
    Information 
  •   Projects in the SYIP
  • STIP
  •   Citizen's Guide
  • STIP Amendment Process Draft Letters (provided
    by Gene Wells 03-03-04) 1 2 3
  • CAPSTONE Team Readings
  •             STIP FY-05 Timeline
  •   STIP and TIP Development Process, Utah DOT -
    Coordination with MPO, UTA, FHWA and UDOT,
    September 2001
  •   AllFusion Process Getting Started Guide
  •             AllFusion Process Modeler Methods
    Guide
  •   FAQ on TIP

40
Interviews Conducted since Initiation of Contract
  • Interviewed Ben Mannell in Richmond, obtained
    STIP timeline and his description of activities
  • Interviewed Rob Walters at Biotech Center,
    obtained his description of certain activities
  • Interviewed Gene Wells in Richmond, obtained his
    description of the STIP amendment process
  • Attended Ben Mannells training session for VDOT
    employees and MPO staff, morning and afternoon
    sessions
  • Made phone interview with Utah DOT staff who
    developed process model of interaction with MPOs
    on their STIP, learned that they benefited from
    negotiated agreement of what activities would be
    performed by whom and by what calendar dates
  • In related activity, met with Chad Tucker (VDOT
    staff) et al. in Charlottesville regarding
    prioritization system for state highway plan
  • Interviewed Craig Ahlin, obtained his description
    of different controls on STIP amendments
  • Made phone interview with Deborah Grant.
    Discussed the FMIS system and project approval.
  • Conducted interview with Donald Silies,
    Administrator for the Scheduling and Contract
    Division with respect to the Advertisement
    Schedule.
  • Interviewed Jennifer DeBruhl in Richmond,
    obtained her experience with the November 2002
    document
  • Interviewed Ahmet Anday and Amy Costello in
    Richmond, obtained their description of the STIP
    Environmental Process
  • Interviewed Michael Hester, obtained his
    description of the STIP Environmental Process

41
IDEF Worksheet Questions Webpage
  • www.virginia.edu/crmes/stip/IDEFform.htm

42
IDEF Worksheet Questions Coding
  • ltHTMLgt
  • ltHEADgt
  • ltTITLEgtIDEF Worksheet Questionslt/TITLEgt
  • lt/HEADgt
  • ltBODYgt
  • ltH1gtIDEF Worksheet Questionslt/H1gt
  • ltBASE HREF"http//www.virginia.edu/crmes/stip
    /"gt
  • ltpgtThe purpose of this document is to describe
    what parameters we need from you about each of
    your activities
  • ltbrgt
  • and/or roles that go into the STIP/SYIP
    integration. Please
  • ltbrgt
  • complete one of these forms for each of your
    activites and/or roles.lt/pgt
  • ltpgtEach row on the worksheet represents a new
    IDEF0 (Integrated Definition for
  • Function Modeling) activity. ltbrgt
  • IDEF0 is the technique that breaks down the
    activities or functions of the organization or
    system into its
  • ltbrgt
  • component parts. It is a graphical language
    that assists in identifying the functions that
    are performed, the
  • ltbrgt

43
IDEF Worksheet Questions Coding (Cont.)
  • For more information on IDEF please go to lta
    href"http//www.idef.org"gtwww.idef.orglt/agtlt/pgt
  • ltpgtltimg src"idef.gif" width"351"
    height"176"gt
  • ltbrgt
  • ltstronggtltfont size"2"gtFigure 1 IDEF0
    Description - Description of IDEF0 Format of
    Mappinglt/fontgtlt/stronggtlt/pgt
  • ltpgtThe columns contain the IDEF0 standards as
    well as supplementary material.
  • ltbrgt lthr width"600" align"left"gtltFORM
    action"http//www.virginia.edu/crmes/stip/cgi-bin
    /uploadform.pl" METHOD"post" enctype"multipart/f
    orm-data"gt
  • ltPgt ltbgtYour namelt/bgt ltfont size"1"gtFirstlt/font
    gt
  • ltINPUT TYPE"text" NAME"firstname" gt
  • ltfont size"1" face"Times New Roman, Times,
    serif"gtLastlt/fontgt
  • ltinput type"text" name"lastname"gt
  • lt/Pgt
  • ltPgt
  • ltbgtYour email addresslt/bgt
  • ltINPUT TYPE"text" NAME"from" gt
  • lt/Pgt
  • ltPgt
  • ltbgtTitle of your positionlt/bgt
  • ltINPUT TYPE"text" NAME"position" gt
  • lt/Pgt

44
IDEF Worksheet Questions Coding (Cont.)
  • ltPgtltbgtField 2 Inputslt/bgt ltbrgt
  • ltfont size"2"gtSomething consumed or modified
    in the process. (i.e. schedules, costs,
    drafts)lt/fontgt ltbrgt
  • ltTEXTAREA NAME"inputs" WRAP"physical"
    ROWS5 COLS70gtlt/TEXTAREAgt
  • ltbrgt
  • ltbrgt
  • ltbgtField 3 Controlslt/bgt ltbrgt
  • ltfont size"2"gtA constraint on the operation
    of the process. Represents the objects that
    govern the manner ltbrgt
  • in which inputs are transformed yet are not
    themselves transformed by the activity. Consists
    ltbrgt
  • of legislation, regulations, and policies
    related to the system. (i.e. codes,
    restrictions)lt/fontgt ltbrgt
  • ltTEXTAREA NAME"controls" WRAP"physical"
    ROWS5 COLS70gtlt/TEXTAREAgt
  • ltbrgt
  • ltbrgt
  • ltbgtField 4 Mechanismslt/bgt ltbrgt
  • ltfont size"2"gtSomething used to perform the
    process, but is not itself consumed.
  • The elements that accomplish ltbrgt
  • the actions of the process, such as people,
    manual or automated tools, established procedures
    for ltbrgt
  • holding hearings, etc. (i.e. software
    applications, email exchange, etc.)lt/fontgt
  • ltbrgt
  • ltTEXTAREA NAME"mechanisms" WRAP"physical"
    ROWS5 COLS70gtlt/TEXTAREAgt

45
IDEF Worksheet Questions Coding (Cont.)
  • ltTEXTAREA NAME"outputs" WRAP"physical" ROWS5
    COLS70gtlt/TEXTAREAgt
  • ltbrgt
  • ltbrgt
  • ltbgtField 6 Objectivelt/bgtltbrgt
  • ltfont size"2"gtThe goal of the function or
    activity.lt/fontgt ltbrgt
  • ltTEXTAREA NAME"objective" WRAP"physical"
    ROWS5 COLS70gtlt/TEXTAREAgt
  • ltbrgt
  • ltbrgt
  • ltbgtField 7 BPwin Diagramslt/bgt ltbrgt
  • ltfont size"2"gtLink to the activity in BPwin
    format.lt/fontgt ltbrgt
  • ltINPUT TYPE"file" NAME"bpwinfile"gt
  • ltbrgt
  • ltbrgt
  • ltbgtField 8 Title of Responsible
    Person(s)lt/bgt ltbrgt
  • ltfont size"2"gtPerson(s) in charge of the
    function or activity. ltbrgt
  • ltINPUT TYPE"text" NAME"responsible"gt
  • lt/fontgt ltbrgt
  • ltbrgt
  • ltbgtField 9 Key Decisionslt/bgt ltbrgt

46
IDEF Worksheet Questions Coding (Cont.)
  • ltTEXTAREA NAME"decisions" WRAP"physical" ROWS5
    COLS70gtlt/TEXTAREAgt
  • ltbrgt
  • ltbrgt
  • lt/fontgt ltbgtField 10 Durationlt/bgt ltbrgt
  • ltfont size"2"gtTime/length of the
    activity.lt/fontgt ltbrgt
  • ltINPUT TYPE"textarea" NAME"duration"
    VALUE""gt
  • ltbrgt
  • ltbrgt
  • ltbgtField 11 Transcripts/Interviewslt/bgt ltbrgt
  • ltfont size"2"gtLink to a document that shows
    an outline description of the
  • activity, interview, or a memo on the
    activity.lt/fontgt ltbrgt
  • ltINPUT TYPE"file" NAME"transcriptsfile"gt
  • ltbrgt
  • ltbrgt
  • ltbgtField 12 External Linkslt/bgtltbrgt
  • ltfont size"2"gtLinks to sites outside the
    CRMES website that are pertinent to the
    activity.ltbrgt
  • ltTEXTAREA NAME"links" WRAP"physical" ROWS5
    COLS70gtlt/TEXTAREAgt
  • lt/fontgt ltbrgt
  • ltbrgt

47
IDEF Worksheet Questions Coding (Cont.)
  • ltbrgt
  • ltbgtField 14 Reviewslt/bgt ltbrgt
  • ltfont size"2"gtNotes or reports available on
    the activity.lt/fontgt ltbrgt
  • ltINPUT TYPE"file" NAME"reviewsfile"gt
  • ltbrgt
  • ltbrgt
  • ltbgtField 15 Potential Recommendationlt/bgt
    ltbrgt
  • ltfont size"2"gtAny recommendations on how to
    improve the activity.ltbrgt
  • ltTEXTAREA NAME"recommendations"
    WRAP"physical" ROWS5 COLS70gtlt/TEXTAREAgt
  • lt/fontgt ltbrgt
  • ltbrgt
  • ltbgtField 16 Miscellaneouslt/bgtltbrgt
  • ltfont size"2"gtAny other information or files
    available on the activity that did not fit into
    the fields above.ltbrgt
  • ltTEXTAREA NAME"miscellaneous"
    WRAP"physical" ROWS5 COLS70gtlt/TEXTAREAgt
  • ltbrgt
  • ltbrgt
  • ltinput type"file" name"miscellaneousfile"gt
  • lt/fontgt
  • ltpgtlt/pgt

48
IDEF Worksheet Questions Coding (Cont.)
  • ltpgtPlease contact Professor Lambert with any
    further questions
  • lt/pgt
  • ltulgt
  • ltligtEmail lta href"mailtolambert_at_virginia.ed
    u"gtlambert_at_virginia.edult/agtlt/ligt
  • ltligtOffice Phone 434-982-2072lt/ligt
  • ltligtOffice Assistant Phone 434-924-0960lt/ligt
  • lt/ulgtlt/BODYgt
  • lt/HTMLgt
  • lt/htmlgt

49
Using the IDEF Model to Improve Business
Processes of the Transportation
AgenciesMethodology for Transferring the
Six-Year Improvement Program (SYIP) into the
Statewide Transportation Improvement Program
(STIP) on the State Level A continuation of the
Development and Financial Constraint of
Virginias STIPOutline (DRAFT)
  • Abstract A quick review of what the document is
    presenting.
  • Introduction A review of Development and
    Financial Constraint of the Virginias STIP and
    the role that the University of Virginia plays in
    this project by transferring the previous
    document into IDEF format.
  • Background on IDEF A detailed review on the
    literature written on IDEF modeling and a review
    on other projects that have used the IDEF
    modeling for their business.
  • Development of Methodology
  • IDEF Worksheet A description of the IDEF
    worksheet and its purpose.
  • AllFusion Program Description of the program
    created by CA and its purpose in this project.
  • Application Description of the project and how
    VDOT will apply this project to their STIP.
  • Review of Jennifer DeBruhls interview A
    detailed description of why the Development and
    Financial Constraint of the Virginias STIP was
    written and for what purpose.
  • Focus on Sub-Processes (Environmental,
    Construction, etc.)
  • Conclusions Overall review of what this document
    presented.
  • Recommendations Recommendations for VDOT.
  • References Any documents, websites, or books
    used in this document.
  • Appendix A Methodology of Web-Page Description
    of how the IDEF Worksheet Questions webpage was
    created and the code that went into creating it.
  • Appendix B IDEF Worksheet Print out of the
    worksheet used.
  • Appendix C AllFusion Program Print out of the
    IDEF models created.

50
IDEF Worksheet
  • www.virginia.edu/crmes/stip/IDEF Worksheet.xls
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