Project Scoping Fundamentals Alan Lively Project Delivery Specialist Local Government Section April 6, 2010

Project Scoping Fundamentals PROJECT SCOPE – The work that must be done in order to deliver a product with the specified features and functions. PROJECT SCOPE MANAGEMENT – The processes required to ensure that the project includes all work required to complete the project successfully.

The purpose of Draft STIP Scoping Establish the problem statement Develop solutions and options Develop cost estimates Develop a schedule Identify impacts right-of-way, environmental, utilities Identify stakeholders

NEED FOR PROJECT SCOPING

Scoping is the foundation upon which your entire project is built Just as you would not consider building a house without a proper foundation, you should not consider developing a project without a proper scope Your project is only as good as the foundation upon which you built it

What is the problem What are the alternatives What are the impacts What are the goals of your project Scoping verifies and documents the purpose and need for your project

Verifies and fixes the right problem Project is correctly programmed Project is kept within budget and on schedule Benefits of Good Scoping

Months of wasted time Hundreds of hours of staff time Thousands of dollars in PE costs Millions of dollars in construction costs Proper Scoping Can Save You

Project scoping is based on several concepts. They provide the basis for the process by which scoping is done The concepts include teamwork, public and stakeholder participation, informed decision making, and proper documentation Basic Concepts of Project Scoping

Teamwork Project scoping is collaborative effort involving team work among diverse stakeholders to identify problems an propose solutions The project team plays a critical role in identifying and evaluating issues/concerns to appropriate depth and detail

Stakeholder participation is the cornerstone of successful project scoping and design Know who your stakeholders are Reach out to them at the beginning of scoping Stakeholder Participation

Projects require a level of scoping commensurate with the type of proposed work. Project data requirements depend on a projects problems and needs, complexity, significance of issues, scope and scale of alternatives to be evaluated. Informed Decision Making

Project needs can be clearly understood Stakeholders issues can be identified Clear project objectives can be established Environmental considerations are identified Feasible alternatives are outlined/compared Project cost and schedule can be estimated Sufficient data needs to be gathered to ensure:

Proper Documentation Clear and concise documentation and good record keeping is essential. Project documentation provides a clear picture of what is to be accomplished It is used to grant scope approval and provides information for future stages of the project development

GETTING STARTED Project Research Scoping Team Scoping Site Visit Project Prospectus Estimate

OFFICE RESEARCH

Project purpose and need statement What is the problem we are trying to correct Design standards to be used – Does the current alignment meet standards Current and future traffic volumes- Build year and design year

Accident history, accident rate, analysis of accident “hot spots” Existing pavement conditions and preliminary ideas for surfacing treatments Bridge inspection reports and recommended actions Vicinity maps, Right of Way Maps, and as constructed drawings

SCOPING TEAM

SCOPING TEAM MEMBERS Project Leader (Local, ODOT/Consultant) Engineering - Roadway, Bridge, Traffic Right of Way Environmental Utility Specialist Construction Project Management

Additional Members Geo/Hydro Pavements Planning Surveying Rail Safety Public Affairs Access Management

SITE VISIT

Take good notes and document Safety concerns and possible solutions Pavement conditions and surfacing design alternatives Stage construction concerns and alternatives Right of Way impacts and needs

LOOK FOR Access issues Utility impacts Pedestrian and bicycle needs ADA needs, ramps, sidewalks, driveways Level of Survey work required

AND THESE Environmental impacts –Wetlands –Hazmat –Threatened and Endangered Species (ESA) –Historic –Archaeological

The project prospectus is a tool to convey information about a project to various organization inside and outside of ODOT It starts the process of identifying the problem to be solved and presents ideas on how to solve it PROJECT PROSPECTUS

It contains information on the Project: –Costs –Funding sources –Funding years –Right of Way impacts –Environmental impacts

Its Divided into Three Parts Part 1 - Project Request Part 2 – Project Details Part 3 – Project Environmental Class

The project location Overview of the project Problem statement Proposed solution Cost estimates for PE, CE, Right of Way, and construction Part 1 provides information on:

Who is responsible for completing the different categories of the project design Base design requirements Roadway element widths Structure size and cost Right of Way information Part 2 defines:

Details environmental impacts Environmental baseline information Require permits, reports and clearances and The items in Jerry’s presentation Part 3 – Environmental details:

Preliminary Schedule & Cost Estimate

Schedule Create a preliminary schedule, based on the input from the scoping team members. to help determine which year the project can be delivered for use on of ODOT’s MS Project schedule templates.

Keys to a sound estimate Identify all the major elements tasks and bid items required for the project Research and assign reasonable unit prices to all items

Questions? Questions? Alan Lively Project Delivery Specialist Local Government Section ODOT, Local Government Section 355 Capitol Street NE, Room 326 Salem, OR