Business%20Process%20Modeling%20For%20VDOT%20

1
Business Process Modeling For VDOT A
Demonstration with the Integrated
SYIP/STIPPresentation to the Steering Committee
November 9, 2004 Center for Risk Management
of Engineering Systems and Department of Systems
and Information Engineering University of
Virginiawww.virginia.edu/crmes/stip
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Steering Committee
Marsha FiolCharlie RasnickMurali RaoKen Myers Jerry SearsBen MannellChad TuckerJoe Runk Ellett PollardBarbara TurnerRuss Neyman
Virginia Transportation Research Council
Wayne Ferguson
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University of Virginia 2004 2005 Research
TeamJim Lambert - Associate Professor Rachel
Jennings - Graduate StudentAndrea AlibertiJef
Benbanaste Seon-Ho ChoiIsabelle
EstripeautJames PerryDaniel Streufert
2003-2004 Team Priya Sarda Graduate
StudentRyan TiffanyEric IssadoreRory Smith
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Acknowledgments
Jennifer DeBruhl Ken Lantz John Nahm Amy Costello Frank Dunn Rob Walters Craig Ahlin Kathy Henley Deborah Grant Gene Wells Joe Orcutt Ahmet Anday Dick Jones Michael Hester Bill Pulkowski Larry Hagan Bill Allbright Reginald Beasley Joseph Paulus
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Agenda

• Overview
• Case 1 MPO Process
• Case 2 Public Involvement Process
• Case 3 Urban and Secondary Road Processes
• Case 4 Amendment Process
• Compatibility of Process Modeler with other
  Applications
• IDEF Implementation at VDOT
• IDEF Software Hands-On Session
• Discussion

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Overview
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Motivation

• 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
• IT Administration Division builds and maintains
  over 60 major systems across the agency,
  including iSYP

8
Goal

• Develop business process models of Virginias
  highway and transit construction program with the
  integrated definition (IDEF) standard that is
  used across diverse applications of systems
  engineering.
• Interact with agency managers who are involved in
  process reengineering.
• Test and evaluate commercial software including
  Process Modeler of Computer Associates, Inc.
• Consider impact to the financial management of
  over 1500 construction projects and over a
  billion dollars of annual investment in
  transportation.

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Process Modeling Methodology

• 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

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IDEF (Integrated Definition) Structure
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Data Needs for IDEF

• Activities
• Objective
• Title of responsible department/s
• Inputs
• Controls - consist of legislation, regulations,
  and policies related to the system
• Mechanisms - refer to the elements that
  accomplish the actions of the process, such as
  people, manual or automated tools, established
  procedures for holding hearings, etc
• Outputs
• Key decisions
• Impacted activities
• Estimated duration
• Related models/diagrams

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IDEF Diagram
Source http//www.idef.com/Downloads/pdf/Idef3_fn
.pdf
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IDEF Workbook
Data Needs
Activities
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STIP/SYIP 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
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STIP Development Process Flow Diagram
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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STIP Development Process IDEF Example - Tree
Diagram View
1
2
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STIP Development Process IDEF Example
Sub-Process View
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Revenue Forecasts Flow Diagram
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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Revenue Forecasts IDEF Example IDEF View
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Case 1 - MPO Process
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Approach

1. Set up an interview with employee from MPO
2. Prepare a set of questions and objectives that
   match IDEF standard
3. Conduct the interview
4. Verify the information gathered with existing
   information (e.g. local district, VDOT websites)
5. Dissect information to specific IDEF elements
6. Use information to build the IDEF0 models for
   MPOs

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Building IDEF Model

• Determine the activities to model

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I/O, Constraints, Mechanisms
Constraints
Inputs
Outputs
Mechanisms

• Implement inputs, outputs, constraints, and
  mechanisms

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Additional Details

• Add additional details to activities

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MPO Sub-Activities

• Add sub-activities underneath a main activity

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Overall MPO Activities
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Case 2 - Public Involvement Process
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IDEF Model Public Involvement

• Advertising
• 30 day in advance requirement
• 1 week in advance requirement
• Public hearing
• Transportation projects presentation
• Public comments
• Comment posting
• STIP for public review
• Final STIP
• Embedded comments
• Public notice of final STIP

Virginia Department of Transportation. Public
Involvement Your Guide to Participating in the
Transportation Planning and Programming Process
http//www.virginiadot.org/infoservice/resources/F
inal20PI20Guide.pdf
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IDEF Model Public Involvement
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Analysis of Public Involvement Activities
1. Advertising

• Advertising requirements of VDOT
• 30 days in advance
• 1 week before the hearing
• Mechanisms used for advertising
• Newspapers
• TV
• Radio
• Kiosks
• Internet
• VDOT and DRPT officials receive comments from
  citizens

Virginia Department of Transportation. Public
Involvement Your Guide to Participating in the
Transportation Planning and Programming Process
http//www.virginiadot.org/infoservice/resources/F
inal20PI20Guide.pdf
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Analysis of Public Involvement Activities
2. Public Hearing

• VDOT or DRPT present STIP projects in a public
  location
• Information is provided on how to make follow-up
  comments
• VDOT submits a draft of the STIP for public
  revision
• VDOT and DRPT offices
• Public libraries

Virginia Department of Transportation. Public
Involvement Your Guide to Participating in the
Transportation Planning and Programming Process
http//www.virginiadot.org/infoservice/resources/F
inal20PI20Guide.pdf
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Analysis of Public Involvement Activities
3. Comment Posting

• Comments from the public hearing
• Posted on VDOTs and DRPTs website
• Evaluated and embedded in the STIP

4. STIP Public Review

• Draft of the STIP
• Submitted for public review
• Access in public libraries and VDOT and DRPT
  offices
• Citizens submit comments

Virginia Department of Transportation. Public
Involvement Your Guide to Participating in the
Transportation Planning and Programming Process
http//www.virginiadot.org/infoservice/resources/F
inal20PI20Guide.pdf
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Analysis of Public Involvement Activities
5. Final STIP

• Corrected version of the STIP based on the
  comments made by the public
• Formatted to fit federal requirements
• Submitted to USDOT
• Submitted for public access

6. Public Notice of Final STIP

• The public can access the final STIP for
  personal reference
• VDOT and DRPT use newspapers and their websites
  to announce the final STIP

Virginia Department of Transportation. Public
Involvement Your Guide to Participating in the
Transportation Planning and Programming Process
http//www.virginiadot.org/infoservice/resources/F
inal20PI20Guide.pdf
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FHWAs Review on Public Involvement

• FHWAs Guidelines of procedure
• Acting in accord with basic democratic principles
  
• Continuous contact between agency and non-agency
  people throughout transportation decision-making
• Use of a variety of public involvement techniques
  
• Active outreach to the public
• Focusing participation on decisions
• Steps to plan and implement a public involvement
  program
• Set goals and objectives for your public
  involvement program.
• Identify the people to be reached.
• Develop a general approach or set of general
  strategies
• Flesh out the approach with specific techniques.
  
• Assure that proposed strategies and techniques
  aid decision-making to close the loop.

Evaluation of Public Participation in Virginia,
Review by FHWA, 2002 http//www.virginia.edu/crmes
/stip/StatewidePlanningVDOT.pdf
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STIP Development Process
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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Tentative Program Planning
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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Secondary Roads Planning
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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Urban Programs Planning
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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MPO Planning
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
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Public Involvement Workbook
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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
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Case 3 - Urban and Secondary Roads Processes
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Research Methodology

• Collect Information
• Organize Information
• Apply Information

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Collect Information

• Schedule an appointment for a phone or personal
  interview with an upper level employee within
  appropriate division
• Prepare a set of questions that will answer
  objectives described by the IDEF model
• Conduct the interview at the scheduled time

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Organize Information

• Combine interview notes with other outside
  information to compile a comprehensive collection
  of relevant information
• Organize information into individual elements
  described by the IDEF standard

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Apply Information

• Apply the information to the elements and create
  an IDEF model

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Urban Programs in IDEF0
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(No Transcript)
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Preliminary Engineering

• Inputs analysis
• Controls budget and requirements
• Mechanisms groups working on PE effort
• Output draft of programming resolution

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Right-of-Way

• Inputs draft of programming resolution
• Controls budget, utility and residential
  constraints, and requirements
• Mechanisms drafts from FHWA
• Output authorized right-of-way, and approved
  programming resolution

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Contract for Construction

• Inputs authorized right-of-way, approved
  programming resolution, federal and state
  authorization
• Controls budget and requirements
• Mechanisms external bidders
• Output awarded contract

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Secondary Roads in IDEF0
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Current Process Flow

• Source Secondary Roads Six Year Process
  Presentation

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Main Processes
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Work Session Sub Process
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Approval Sub Process
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Case 4 - Amendment Process
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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

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Amendment Process Workbook
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Flowchart of Amendment Process
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Compatibility of Process Modeler with other
Applications
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Exporting to Simulation Software

• Models can be exported from AllFusion to
  simulation software.
• Simulation represents a real world system by
  software to gain insight into the operation of
  those systems.
• Used for documenting, animating, and
  demonstrating the variability and dynamics of a
  process map such as those done in VISIO or other
  static drawing packages (such as AllFusion).
• Simulation can be used to model the SYIP and STIP
  life-cycles to provide information and
  visualizations that can help determine
  bottlenecks, decrease project development time
  and further understand these processes.

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The STIP Project Development Process

• The project development process was modeled in
  IDEF3 through the synthesis of
• The Virginia Department of Transportations
  memorandum on the preliminary engineering project
  development process dated September 15, 2003.
• The How a Road Gets Built Fact Sheet from
  VDOTs website.
• An interview with Frank Dunn on project
  development.

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The Project Development Process in IDEF3
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Simulating the STIP Development Process

• The STIP project development process can be
  exported to simulation software.
• A single command exports the whole model into
  Arena.
• The model can then be run to view the animation.

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The Project Development Process in Arena
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The Project Development Simulation

• Benefits of visual representations like
  simulation
• Animating the STIP and SYIP processes
• Facilitate the analysis of these models
• Determining bottlenecks
• Tracking how a construction project evolves
  through its life cycle

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IDEF Supporting Evolution of iSYP

• Integrated Six Year Program
• Brings together data from various source systems
  to produce an integrated view of the financial
  aspects of projects in the CTB's Six-Year
  Program.
• Detailed database structure of the iSYP found on
  the Transportation Research Councils computers.
• Database modeling and design using Computer
  Associates AllFusion ERwin Data Modeler.

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iSYP Database Structure

• Attributes of entities are listed.
• Relationships between entities are defined

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Descriptions of SYIP Related Attributes

• Formal definitions of attributes listed in the
  database structure can be found on VDOTs Data
  Shopper

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IDEF Implementation at VDOT
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Software Packages Relevant to Future Automation
of STIP Project Management

• Three Types of Software Packages
• Document Management Software
• Planning and Programming Software
• Business Process Management Software

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Document Management Software

• Hummingbird DOCS Open (Document Management
  System)
• Help organizations to effectively and efficiently
  manage the entire information chain.
• Users control, organize, access, and share
  corporate information quickly, easily, and
  accurately.
• Word processing documents, spreadsheets,
  presentations, forms, images, e-mail messages,
  and any other type of file that needs to be
  saved, secured, and archived can be managed.

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Document Management Software

• Kofax Ascent Capture
• Collect paper documents, forms and e-documents,
  paper documents, forms and e-documents, transform
  into accurate, retrievable information, and
  deliver into business applications and databases.
• Remote offices scan documents directly into the
  central Ascent Capture process.
• Forms-processing modules extract information from
  documents, postal mail scanning, microfilm
  archiving for long-term records retention.
• Deliver information into workflow and content
  management systems via releasing modules written
  in Visual Basic.

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Document Management Software

• Adobe Acrobat Capture Cluster
• Optical character recognition (OCR).
• Advanced page-layout and content recognition.
• Image clean up before applying recognition.
• Choose output file format that best suits
  requirements.
• Can integrate Acrobat Capture with existing
  software.
• Find flexible scanning and files input options.

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Planning and Programming Software

• Hummingbird Enterprise 2004 Workflow
• For End Users
• Receive assigned tasks and related content via
  e-mail, browser, instant messaging alert, mobile
  device, or WebTop.
• Alerts to overdue, incomplete and escalated tasks
  and delegate in one click if permitted
• For Administrators
• Easily define graphical workflows by dragging and
  dropping steps, setting conditional branching
  logic, escalations, and business rules.
• Simulate process successes and failures during
  the design stage.
• Monitor status at a glance with graphical
  snapshot views of all processes.
• Make rapid adjustments or enhancements to
  business processes as demanded
• For Organizations
• Move content through creation, approval and
  publishing lifecycle stages more quickly and
  consistently.
• All information, content and metadata related to
  processes can be maintained.
• React quickly to opportunities, customer requests
  and changing market conditions.

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Business Process Management Software

• FileNet Compliance Framework
• Business Process Manager, Content Manager,
  Records Manager, eForms
• Reduce and manage risk to avoid shutdowns,
  penalties and legal action.
• Proactive and immediate response to material
  events.
• Visibility and control of business processes and
  related information.
• Security and privacy of information.
• Monitoring and reporting capabilities for
  auditing purposes.
• Maximum flexibility and agility to better respond
  to the changing regulatory environment.

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Business Process Management Software

• FileNet Business Process Manager
• Optimized operational efficiency and resources
  utilization.
• Enforced corporate standards and process
  consistency.
• Shortened process cycle times while enabling
  better decisions.
• Reduced complexity of integrating people,
  processes and existing systems.

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Locating (STIP) and (SYIP) Business Process
Effort in VDOTs Intranet (Coweb)

• Business process models were found in the
  environmental division website lthttp//coweb/envir
  onmentalgt.
• Example The business process model designed by
  the environmental division for the hazardous
  materials review process.

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Data Management Division

• According to the Data Administration website,
  under Data Modeling Requirements for COTS Systems
  there is a requirement for what Business Process
  Models would be acceptable into the Data
  Management Division
• Business Process Model
• Business process models (BPM) provide a
  framework for identifying, defining, and
  organizing the functional strategies, rules and
  activities needed to manage and support the way
  an organization does, or wants to do business. It
  provides a graphical and textual framework for
  organizing activities into manageable groupings
  to facilitate their shared use and control
  throughout the agency. The BPM is required by
  PMLG Redesign Core Business Process 2.5.
• The Computer Associates AllFusion program would
  fulfill these requirements and is an acceptable
  Business Process Model to be used by the Data
  Management Division

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Management Services Division

• The Concurrent Engineering Process Flowchart to
  the right shows how the IDEF modeling could be
  used in the Management Services Division
• Found in Instruction and Information Memorandum
  on the fifth page at
• http//www.extranet.vdot.state.va.us/locdes/electr
  onic20pubs/iim/IIM226.pdf

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IDEF Software Hands-On Session
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IDEF Demonstration An Example of Public
Involvement
IDEF Framework
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Discussion
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Questions for discussion

• 1. What is the value to better describe who does
  what, how,and why in major business processes?
• 2. What are the lessons learned from the
  demonstration ofbusiness process modeling to the
  STIP/SYIP?
• 3. What are the opportunities to aid
  priority-setting andresource allocation across
  all or particular IT systems?
• 4. What are the potential uses of business
  process modelingfor other processes of the
  transportation agencies?

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Backup Slides
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Project Website (www.virginia.edu/crmes/stip)
Source www.virginia.edu/crmes/stip
88
Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials

• Updated Final Report for this Project (9-07-04) -
  RKJ
• DRAFT of the Final Report for this Project
  (7-14-04) - RKJ Updated 9-03-04
• AllFusion Program Screenshots (9-02-04) - RKJ
• DCC Work Flow Diagram sent by Bill Pulkowski
  (9-01-04) - RKJ
• Bill Pulkowski Phone Interview and email from SCC
  (9-01-04) - RKJ
• Concurrent Engineering Process Flowchart for
  Capstone Team to turn into IDEF (8-30-04) - RKJ
  Original Document
• Data Modeling Requirements for COTS Systems
  (8-30-04) - RKJ
• Project Development Chart created from Dick Jones
  8/13 Interview (8-27-04) - RKJ
• Dick Jones Phone Interview (8-23-04) - RKJ
• Action Items to do after Monday August 23rd
  (8-13-04) - RKJ
• Dick Jones Email, Data Modeling Requirements for
  COTS Systems (8-13-04) - RKJ
• Amy Costello Email, Project Life Cycle, Links
  (8-13-04) - RKJ
• Frank Dunn Interview on Project Development
  (8-13-04) - RKJ
• Progress Since Initiation of Contract (8-12-04) -
  RKJ
• Action Items from July 21st Meeting with BioTech
  (7-26-04) - RKJ
• Progress Report presented to BioTech (7-23-04) -
  RKJ
• Notes from meeting with BioTech (7-22-04) - RKJ
  Updated 7-27-04

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Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)

• 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)

90
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)

91
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)

92
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