1. Center for Risk Management of Engineering Systems University of Virginia 1 Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Plan Progress Summary James H. Lambert (434) 982-2072 www.virginia.edu/crmes/stip Center for Risk Management of Engineering Systems and Department of Systems and Information Engineering University of Virginia April 27, 2004 www.virginia.edu/crmes/stip

2. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 4 Background – IDEF0 Example

5. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 6 Background – IDEF3 Example Source: http://www.idef.com/Downloads/pdf/Idef3_fn.pdfhttp://www.idef.com/Downloads/pdf/Idef3_fn.pdf

7. Center for Risk Management of Engineering Systems University of Virginia 7 Activity 1 BPWin* Process Model of SYIP and STIP Development * Software Application of IDEF

8. Center for Risk Management of Engineering Systems University of Virginia 8 IDEF Workbook

9. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 10 STIP Development Process – Flow Diagram Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

11. Center for Risk Management of Engineering Systems University of Virginia 11 STIP Development Process: IDEF Example - Tree Diagram View 1 2

12. Center for Risk Management of Engineering Systems University of Virginia 12 STIP Development Process – IDEF Example – Sub-Process View

13. Center for Risk Management of Engineering Systems University of Virginia 13 Revenue Forecasts – Flow Diagram Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

14. Center for Risk Management of Engineering Systems University of Virginia 14 Revenue Forecasts: IDEF Example - Tree Diagram View

15. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 16 Activity 2 Case Study of Public Involvement

17. Center for Risk Management of Engineering Systems University of Virginia 17 Mapping the Public Involvement Process Using the joint process review by FHWA, FTA, VDOT, and VDRPT entitled Development and Financial Constraint of Virginia’s 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. Center for Risk Management of Engineering Systems University of Virginia 18 STIP Development Process Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

19. Center for Risk Management of Engineering Systems University of Virginia 19 Tentative Program Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

20. Center for Risk Management of Engineering Systems University of Virginia 20 Secondary Roads Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

21. Center for Risk Management of Engineering Systems University of Virginia 21 Urban Programs Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

22. Center for Risk Management of Engineering Systems University of Virginia 22 MPO Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

23. Center for Risk Management of Engineering Systems University of Virginia 23 Public Involvement Workbook

24. Center for Risk Management of Engineering Systems University of Virginia 24 Public Involvement Toolkit VTRC’s Proposed Toolkit Minnesota’s Public Involvement Toolkit A Public Involvement Toolkit should be implemented for the selection of Public Outreach techniques. Source: VDOT and VTRC 2003 Phase II Report

25. Center for Risk Management of Engineering Systems University of Virginia 25 Activity 3 Case Study of STIP Amendments

26. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 27 Amendment Process Workbook

28. Center for Risk Management of Engineering Systems University of Virginia 28 Flowchart of Amendment Process

29. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 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 Mannell’s training session for VDOT employees and MPO staff, morning and afternoon sessions

31. Center for Risk Management of Engineering Systems University of Virginia 31 Made phone interview with Utah DOT staff who developed process model of interaction with MPO’s 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 Progress since Initiation of Contract (Cont.)

32. Center for Risk Management of Engineering Systems University of Virginia 32 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 Progress since Initiation of Contract (Cont.)

33. Center for Risk Management of Engineering Systems University of Virginia 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. Center for Risk Management of Engineering Systems University of Virginia 34 Project Website (www.virginia.edu/crmes/stip) Source: www.virginia.edu/crmes/stipwww.virginia.edu/crmes/stip

35. Center for Risk Management of Engineering Systems University of Virginia 35 Project Website (www.virginia.edu/crmes/stip) Source: www.virginia.edu/crmes/stipwww.virginia.edu/crmes/stip