presented to presented by Cambridge Systematics, Inc. WVDOT Planning Guidebook Interview & Development Process 2015 WVDOT/MPO/FHWA Planning Conference 9/16/2015 Barbara Sloan and David Jackson

Project Purpose 2 The Planning Guidebook: Will serve as a reference for WVDOT staff and external stakeholders including Federal and state partners, MPOs, Regional Development Councils, Transportation Authorities, county transportation committees, and local partners; And it will include references to: Current WVDOT practices, schedules, requirements MAP-21 rules and guidance, and other applicable Federal (CFR) and state rules; MPO and local planning practices; and Insight on other best planning practices across the nation. The Planning Guidebook: Will serve as a reference for WVDOT staff and external stakeholders including Federal and state partners, MPOs, Regional Development Councils, Transportation Authorities, county transportation committees, and local partners; And it will include references to: Current WVDOT practices, schedules, requirements MAP-21 rules and guidance, and other applicable Federal (CFR) and state rules; MPO and local planning practices; and Insight on other best planning practices across the nation.

WVDOT Planning Guidebook Project Description 3 Gather existing guidance documentation on key WVDOT planning and programming practices Conduct interviews with WVDOT staff and partners to gain insight into current practices and discuss possible gaps Work with WVDOT and stakeholders to identify processes that might be better documented or improved upon Develop a working Table-of-Contents Document existing West Virginia planning practices Identify and review Federal and State regulations Perform review of best practices from other representative agencies Compile into a consistently formatted guidebook for use by WVDOT staff and planning partners

WVDOT Planning Guidebook Development Process 4 Table of Contents The topics included focus on processes relevant to WVDOTs mission. Some topics may take precedence during Guidebook development based on the time- sensitivity of certain topics. Stakeholders Stakeholders include WVDOT divisions and department staff and external agencies such as FHWA, MPOs, and Regional Councils that participate in the planning process. Stakeholder Outreach & Process Research Outreach is intended to gather process information and insights on strengths, weaknesses, and enhancements to the planning process.

WVDOT Planning Guidebook Development Process 5 Best Practice Research State & Federal Regs. Stakeholder Outreach & Process Research Document guidelines within which the process operates. Present best practices that could provide value to WVDOT. Incorporate all information for each topic into a standard template providing process information, regulations, schedule, contact information, links to related documents, and process for updating. Planning Guidebook

WVDOT Planning Guidebook Draft Table of Contents 6 1.Introduction (Identifies purpose, includes “how to” guide) 2.WVDOT Role and Relationships with Partners (Identifies Guidebook users and their roles) 3.Current Federal and State Requirements 4.Program Administration (STIP Development, Amendment/Modification Process, Operating Guidelines, Fiscal Constraint) 5.Metropolitan Planning Organization Process (TIP/MTP/LRP Development, UPWP Process, Bi-state coordination) 6.Stakeholder Coordination and Public Outreach (TitleVI, Public Participation Plan, outreach standards/best practices) 7.Statewide, Urban, and Regional Studies (Multimodal Statewide Long-Range Plan) Table of Contents

WVDOT Planning Guidebook Draft Table of Contents 7 8.Grant Programs and Administration (primarily Federal, e.g., TAP, CMAQ) 9.Non-urban / Rural Planning 10.Environmental Planning / Planning & Environmental Linkages 11.Performance Based Planning (selection of measures and setting of targets) 12.Modal Studies and Modal Coordination 13.Safety Planning / SHSP 14.Data and Planning Tools 15.Administration Activities Table of Contents

WVDOT Planning Guidebook Draft Table of Contents 8 Are these the right topics? What topics should be added? What topics are most important to you? Where do you think we stand to gain the most ground? Table of Contents

Standard content by topic Stakeholder material and references Added reference to best practices Agency specific topics and priorities Standard questions and content for each focused topic Supplemented by research Topic areas Placeholder topics Priorities by topic Stakeholder relevance to each topic Standard content by topic DOH Planning DOH Programming DOT Public Transit DOT EEO MPOs Regional Councils FHWA WVDOT Planning Guidebook Stakeholders and Outreach Process Stakeholders Table of Contents Interviews Guidebook Stakeholders

WVDOT Planning Guidebook Interview Process – Example Table of Contents 1.TIP Amendment … Interviews 1.DOH Planning 2.DOH Programming 3.DOT Public Transit 4.DOT EEO 5.MPOs 6.Regional Councils Question Areas Roles/Responsibilities Communications Process/Guidance Resources/Data Schedule/Coordination Approval Process Publication For each table of contents topic area we identify the key stakeholders to interview and conduct process research For each interviewee, we ask the same questions for each table of contents topic area The Table of Contents is informed by WVDOT input and stakeholder interviews We compile the results from each interview for each topic to create a consolidated set of topic information Compile Guidebook Standard template for all topics Developed by individual topic Enable references between topics Stakeholder Outreach & Process Research

WVDOT Planning Guidebook Existing Practices 11 The Guidebook will link to other handbooks/guidebooks, including: WVDOT Modeling Handbook WVDOT Traffic Data Handbook The Guidebook will address current processes and tools such as: PROVIS STIP and TIP development TIP Amendments/Modifications UPWP development Stakeholder Outreach & Process Research The Guidebook will link to Federal and State requirements and regulations, including most recent guidance re: MAP-21 rulemaking

WVDOT Planning Guidebook Key Questions 12 What will the content include for each topic area? Will there be an opportunity to review the draft Planning Guidebook? Process for disseminating the Planning Guidebook? How will the Planning Guidebook be used? Any thoughts on the updating process? Planning Guidebook

WVDOT Planning Guidebook Schedule 13 Task Month Task 1. Stakeholder Outreach Task 2. Draft and Final Table-of- Contents Task 3. Document Existing WV Planning Practices Task 4. Identify and Review Federal and State Regulations Task 5. Review of Best Practices from Other Representative Agencies Task 6. Draft and Final Planning Guidance Document WVDOT staff, MPOs, FHWA, Regional Councils Peer Exchange Awaiting Final MAP-21 rules Aiming to accelerate completion of some topics to inform ongoing planning processes

Transportation Planning Process Peer Exchange Summary 14 Attendees: WVDOT VOLPE National Transportation Center HEPMPO MMMPO Pennsylvania DOT Maryland DOT Arkansas State Highway and Transportation Dept. Topics: STIP/TIP Procedures Performance Based Planning and Programming Rural Planning Public Participation Planning Administration Topics: STIP/TIP Procedures Performance Based Planning and Programming Rural Planning Public Participation Planning Administration Outcomes: Best Practices and Lessons Learned Process Improvement Enhanced Coordination and Communication Outcomes: Best Practices and Lessons Learned Process Improvement Enhanced Coordination and Communication NEXT STEPS – Planning Guidebook....

Transportation Planning Process Peer Exchange Outcomes 15 Outcome Examples: Best Practices and Lessons Learned Process Improvement Enhanced Coordination and Communication Outcome Examples: Best Practices and Lessons Learned Process Improvement Enhanced Coordination and Communication Focus first on available, realistic, and insight-driven performance measures that link directly to statewide goals Work cooperatively with planning partners to understand resource availability/constraints as MAP-21 rulemakings are released Value of eSTIP, Interactive mapping Grouping projects into programs – enables flexibility and efficiency Establish a clear, consensus based STIP/TIP process Public participation process should: document – demonstrate – analyze Optimize interactive electronic communication

16 Maryland DOT PennDOT Arkansas HTD

Questions?

18 For more information, please contact: Elwood Penn (WVDOT) – Barbara Sloan (CS) – David Jackson (CS) – Stacy Cook (CS) –