CONCEPTION TO DELIVERY INDOTs New Project Development Process

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CONCEPTION TO DELIVERYINDOTs New Project
Development Process

• Gary Mroczka, Director
• Division of Production Management
• Greg Kicinski, Manager
• Office of Project Management

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Conception to Delivery

• Why a New Process?
• Highlights of New Major PDP Process
• Detailed Overview of New Major PDP
• Project Management
• Detailed Overview of New Minor PDP
• How does INDOT convert?
• Questions

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Why a New Process?

• Strategic Initiative 3 Goal
• Reduce project delivery by 50
• Construction Task Group 10
• Time
• Unreliable Project Delivery
• Peaks and Valleys
• Accountability

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Why a New Process?

• MAJOR MOVES
• Deliver Program at Warpspeed Pace!!!
• Must Maintain Scope
• Innovative Processes
• Challenge All Professionals

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Why a New Process?

• CURRENT PROJECT APPROACH

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Why a New Process?

• Current Consultant Approach

Over the Wall Mentality
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Why a New Process?

• Very Limited Project Management
• Why do we need ? Old INDOT Philosophy

Budget
Budget
PROJECT START
Project Completion
Schedule
Scope
Schedule
Scope
Quality
Quality
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Highlights of New Process

• New Project Development Processes
• Started with ODOT
• Site Visits
• Talked to Author
• Training?
• Why?
• Accountability
• Responsibility
• Ease to Customers

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Highlights of New Process

• ODOTs PDP
• Clear
• Task Durations
• New Tasks
• Constructability
• Reviews
• Red Flag Summary
• Cost Controls

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Highlights of New Process

• ODOTs PDP
• Items INDOT did not like about ODOTs PDP.
• Environmental Process
• Technical Reviews

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Highlights of New Process

• New Professional Services Strategy
• Efficient!!!
• One RFP advertisement
• Major Projects
• Teaming!!!
• Multiple Contracting Steps
• Steps 2 and 3 (Preliminary Solutions
  Transitional Step)
• Steps 4 and 5 (Transitional Step- Survey)
• Steps 6 12 (Final Env. Doc, Design and R/W Eng.)

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Highlights of New Process

• New Consultant Approach

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Highlights of New Process

• New Consultant Evaluation Approach

Project Manager
P N
Draft Env. Doc
30 Plans
60 Plans
Permit App.
90 Plans
Tracings
ContractDivision
District Const.
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Highlights of New Process
MAJOR PDP GANDT CHART
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TopDOT Construction Task Group 10
MAJOR PDP ROAD MAP
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Major Project Development Process

• Identify Problem
• Develop Broad Scope of Work
• Completed by CO Planning Division CO Program
  Manager
• Project Limits

STEP 0
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Major Project Development Process

• Professional Services
• Project Mgr Assigned
• Advertise RFP
• Evaluate Proposals
• Selection
• Scope of Work Meeting
• Fee Negotiated

STEP 1
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Major Project Development Process

• Professional Services
• (Continued)
• Contract Prepared
• Contract Executed
• Task Order Steps 2 and 3
• Deliverable Purpose and Need Statement

STEP 1
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Major Project Development Process

• Research and Technical Studies
• Red Flag Summary
• Refine Purpose and Need Statement
• Initiate NEPA
• Collect Data

STEP 2
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Major Project Development Process

• Identify Evaluate Conceptual Solutions
• Develop and Analyze Conceptual Solutions
• Screening and Eliminate Conceptual Solutions
• Hold Public Info Mtgs

STEP 3
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Major Project Development Process

• Identify Evaluate Conceptual Solutions
• (Continued)
• Initiate Resource Agency Consultation
• Purpose and Need
• IPOC Concurrence
• Evaluate Consultant
• Supplement Contract for Steps 4 and 5

STEP 3
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Major Project Development Process

• Identify Evaluate Conceptual Solutions
• Whats a Conceptual Solution???

STEP 3
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Major Project Development Process

• Develop Preliminary Alternatives
• Engineering Studies
• Environmental Field Studies
• Analyze and Screen Preliminary Alternatives
• Hold Public Info. Mtg.

STEP 4
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Major Project Development Process

• What are Preliminary Alternatives?

Three Lanes Four Lanes Five Lanes
STEP 4
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Major Project Development Process

• Develop Preliminary Alternatives (Cont.)
• Resource Agency Consultation
• Select Feasible Alternatives.

STEP 4
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Major Project Development Process

• What are Feasible Alternatives?

STEP 4
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Major Project Development Process

• Refine Feasible Alternatives
• Develop Design Elements
• Environmental Assessment
• Prepare Draft Environmental Doc.
• Hold Constructability Review

STEP 5
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Major Project Development Process

• Refine Feasible Alternatives (Cont.)
• Analyze and Screen Feasible Alternatives
• Select Preferred Alternative

STEP 5
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Major Project Development Process

• Preferred Alternative
• Added Travel Lanes
• 4 Lane Section

STEP 5
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Major Project Development Process

• Refine Feasible Alternatives (Cont.)
• Publish and Distribute Draft Environmental
  Document
• Hold Public Hearing
• IPOC Concurrence
• Evaluate Consultant
• Supplement Contract
• Steps 6-12

STEP 5
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Major Project Development Process

• Develop Preferred Alternative Stage 1 Design
• Incorporates detailed design into Env. Doc.
• Tightens Down Footprint
• Assists in Impacts / Permitting

STEP 6
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Major Project Development Process

• Develop Preferred Alternative Stage 1 Design
  (Cont.)
• Ground or Aerial Survey
• Utilities Verifies Locations
• Subsurface Investigations
• Geotechnical
• Utility

STEP 6
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Major Project Development Process

• Develop Preferred Alternative Stage 1 Design
  (Cont.)
• Pavement Design
• Complete Environmental Activities
• Determine Permits

STEP 6
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Major Project Development Process

• Develop Preferred Alternative Stage 1 Design
  (Cont.)
• Design Exception Approval
• Value Engineering
• Constructability Review

STEP 6
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Major Project Development Process

• Develop Stage 2 Design (31-60)
• Complete Draft Waterway Permit Applications
• Complete Phase 2 Environmental Assessment

STEP 7
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Major Project Development Process

• Develop Stage 2 Design (31-60)
• Prepare Final Environmental Document
• Hold Public Info. Mtg.
• 45 Design Plans
• Utilities Identifies Conflicts
• Construction - Utility Review

STEP 7
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Major Project Development Process

• Environmental Approval
• Publish / Distribute Final Environmental Document
• Obtain FONSI or ROD
• Publish in Federal Register

STEP 8
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Major Project Development Process

• Prepare Final R/W Plans
• Will include purchasing R/W for Utility
  Relocation.

STEP 9
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Major Project Development Process

• Begin Land Acquisition
• FHWA Funding Authorization
• Prepare Appraisals
• Purchase R/W
• Relocation Assistance
• Condemnation
• R/W Clearance
• Record Deeds

STEP 10
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Major Project Development Process

• Develop Stage 3 Design (61-90)
• Relocation Plans Designed by Utilities
• Utility Agreements Prepared and Approved
• All Waterway Permits Applied For.
• Final Field Review
• Public Info Mtg.

STEP 11
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Major Project Development Process

• Prepare Final Plan Package
• Construction Cost Estimate
• Special Provisions
• Final Tracings
• Production Team Review
• Project Submitted to Contracts

STEP 12
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Major Project Development Process
STEP 13
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Project Management

• So What is Project Management?
• Almost any human activity that involves carrying
  out a non-repetitive task can be a project.
• So we are all project managers!
• We all practice project management (PM).

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Project Management

• So What is Project Management?
• But there is a big difference between carrying
  out a very simple project involving one or two
  people and one involving a complex mix of people,
  organizations and tasks.
• Answer Project Management

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Conception to Delivery

• Project Management (Whats there role?)
• Why do we need ? TopDOT Philosophy

Budget
Budget
PROJECT COMPLETION
PROJECT START
Schedule
Scope
Schedule
Scope
Quality
Quality
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Office of Project Management
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Office of Project Management

• Responsibilities
• All Managers have the same primary
  responsibilities
• Manage all aspects of Major New (IPOC) projects
  development from project inception through
  construction.
• Work with nearly every area in INDOT to ensure
  projects are delivered on time and budget and
  within the original scope
• Report variances to the program manager

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Office of Project Management

• Responsibilities (Cont.)
• If project budget or schedule can not be held,
  present options to the IPOC Committee for
  decision.
• Manage Value Engineering for projects exceeding
  25M.
• Develop and maintain the Project Development
  Process Manual.
• Provide training to the Districts on the PDP.
• Provide Project Management training to the
  Districts and Central Office.

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Project Manager Functions

• So What is Project Management?

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Project Manager Functions
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Project Manager Functions

• So What is Project Management?

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Project Manager Functions
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Project Manager Functions
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Risk Management

• Risk Assessment at Project Start
• Determine what can go wrong
• Geotechnical issues, Environmental issues,
  Political issues
• Utilities, R/W, Inflation ..
• What items are within the control of the project
  team.
• What items are beyond the control of the project
  team.
• Items beyond the control of the project team
  still must be accounted for and managed.

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Risk Management
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Risk Management
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Risk Management
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Risk Management
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Risk Management
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Risk Management
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Risk Management
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Risk Management

• Risks must be properly assigned to who can best
  manage that risk.
• INDOT
• Consultant
• Contractor

• Contingencies (Time and Budget) must be added to
  properly account for risk.

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Risk Management

• CPM schedule should be developed for each project
  .
• Contingencies can be reduced as the project
  progresses.
• Early dialog with all stakeholders should be
  started.
• District
• Utilities
• Environmental Agencies
• Local Elected officials
• Property Owners
• Business Owners
• Schools

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Value Engineering

• Value Engineering is required on all projects
  over 25M that use federal funds. However, this
  can be done on any project.
• Project does NOT equal a contract.
• A project is considered all that is covered by
  the environmental document.
• 25M includes all costs to develop the project.
  (PE, R/W, Utilities, Construction).

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Value Engineering

• INDOT will be training multi-disciplinary teams
  to value engineer projects.
• There are multiple opportunities to value
  engineer a project each with advantages and
  disadvantages
• After Scoping (prior to NEPA)
• At 30 design
• After 60 design
• Any or all of the opportunities may be used
  depending on the complexity of the project

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Constructability Reviews

• There are multiple opportunities for
  constructability reviews as well.
• May be performed by INDOT Central Office
  Construction, District Office Construction or in
  some cases by industry panel.
• These need to be done early enough to have an
  affect on the design of the project.

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District Involvement inIPOC Projects

• Central Office is responsible for the management
  of the IPOC project. However, District
  involvement is critical to their success.
• District Planning, Production, Construction and
  Maintenance must be involved early and often
  during the project development.

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Think Out of the Box

• We MUST do whatever is needed to deliver projects
  on time and on budget.
• No longer can we continue to increase the budget
  to include thing that would be nice to have
  while we are there. We must stick to the
  original scope.
• No longer can we continue to move out project
  schedules because we did not plan enough
  resources or we did not properly assess the
  project risks.

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Think Out of the Box

• We MUST look at different ways of getting things
  done.
• Strategically use 100 state funds on certain
  projects to eliminate sticking points within NEPA
  or R/W acquisition.
• Work with utilities to design and construct
  relocations
• Consider alternate project delivery methods when
  design is on the critical path
• Work with environmental agencies to come up with
  solutions to issues

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Conception to Delivery
MINOR PDP ROAD MAP
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Conception to Delivery
MINOR PDP GANDT CHART
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Minor Project Development Process

• Identify Problem
• Develop Broad Scope of Work
• Completed by CO Planning Division CO Program
  Manager
• Project Limits

STEP 0
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Minor Project Development Process

• Develop Purpose and Need of Project
• Stakeholder Input
• Perform Research
• Collect Data
• Site Inspection
• Perform Technical Studies

STEP 1
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Minor Project Development Process

• Develop Purpose and Need of Project
• (Continued)
• Conduct Red Flag Summary
• Identify Major Issues
• Determine Avoidance
• Develop Purpose and Need Statement

STEP 1
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Minor Project Development Process

• Determine Scope, Schedule and Budget
• Identify Alternatives
• Develop Project Scope (Abbreviated)
• Determine Project Schedule

STEP 2
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Minor Project Development Process

• Determine Scope, Schedule and Budget (Cont.)
• Develop Initial Project Budget
• PE, RW, Utility, CN
• District Concurrence

STEP 2
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Minor Project Development Process

• Perform Environmental Analysis Begin
  Pre-Engineering
• Project Survey
• Develop Alternatives
• 5-10 Engineered Design
• Environmental Field work

STEP 3
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Minor Project Development Process

• Perform Environmental Analysis Begin
  Pre-Engineering
• (Continued)
• Constructability Review
• Screen Alternatives
• Hold Public Info Meeting
• Select Preferred Alternative
• District Concurrence

STEP 3
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Minor Project Development Process

• Develop Stage 1 Design Environmental Document
• Complete Environmental Field Studies
• Geotechnical Investigation
• Pavement Design
• Stage 1 Design
• Design Exceptions

STEP 4
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Minor Project Development Process

• Develop Stage 1 Design Environmental Document
  (Cont.)
• Design Field Check
• Public Utility Verifies Locations
• Value Engineering
• Constructability Review

STEP 4
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Minor Project Development Process

• Develop Stage 2 Design
• CE Approved
• Environmental Commitments
• Identify Waterway Permits
• Preliminary R/W Plans
• Public Utility Identifies Conflicts
• Hold Public
• Info Mtg.

STEP 5
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Minor Project Development Process

• Final R/W Plans
• Accommodation for Public Utility Relocations

STEP 6
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Minor Project Development Process

• Begin Land Acquisition
• Traditional Process
• (INDOT Regional Offices)
• Appraising
• Buying
• Relocation
• Condemnation
• Record Deeds

STEP 7
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Minor Project Development Process

• Develop Stage 3 Design
• Public Utility Prepares Relocation Plans
• Process Utility Agreements
• Apply for Waterway Permits
• Final Field Review
• Hold Public Info Meeting

STEP 8
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Minor Project Development Process

• Prepare Final Plan Package
• Similar to Major Project Step 12
• Final Cost Estimate, Special Provisions, Tracings
• Production Review

STEP 9
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How Does INDOT Convert?

• To-Do List Before On-line
• PDP Manual Completion July 2006
• Major, Minor and Maintenance Projects
• Training (CO, Districts, Consultants)
• July to Dec 2006.
• System Implementation
• Upgrades On-going on Current System

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How Does INDOT Convert?

• New Projects
• Recent and New RFPs New Process
• Current Active Projects
• In Design Follow old way to completion
• Environment Complete Design yet to start
  Finish in New Process

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Conception to Delivery

• Questions
• ???