1. Center for Risk Management of Engineering Systems University of Virginia 1 Business Process Modeling For VDOT – A Demonstration with the Integrated SYIP/STIP www.virginia.edu/crmes/stip Center for Risk Management of Engineering Systems and Department of Systems and Information Engineering University of Virginia November 9, 2004 www.virginia.edu/crmes/stip

2. Center for Risk Management of Engineering Systems University of Virginia 2 Steering Committee Marsha Fiol Charlie Rasnick Murali Rao Ken Myers Jerry Sears Ben Mannell Chad Tucker Joe Runk Ellett Pollard Barbara Turner Russ Neyman Virginia Transportation Research Council Wayne Ferguson

3. Center for Risk Management of Engineering Systems University of Virginia 3 University of Virginia 2004 – 2005 Research Team Jim Lambert - Associate Professor Rachel Jennings - Graduate Student Andrea Aliberti Jef Benbanaste Seon-Ho Choi Isabelle Estripeaut James Perry Daniel Streufert 2003-2004 Team Priya Sarda – Graduate Student Ryan Tiffany Eric Issadore Rory Smith

4. Center for Risk Management of Engineering Systems University of Virginia 4 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

5. Center for Risk Management of Engineering Systems University of Virginia 5 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

6. Center for Risk Management of Engineering Systems University of Virginia 6 Overview

7. Center for Risk Management of Engineering Systems University of Virginia 7 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. Center for Risk Management of Engineering Systems University of Virginia 8 Goal Develop business process models of Virginia’s 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.

9. Center for Risk Management of Engineering Systems University of Virginia 9 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

10. Center for Risk Management of Engineering Systems University of Virginia 10 IDEF (Integrated Definition) Structure Activity

11. Center for Risk Management of Engineering Systems University of Virginia 11 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

12. Center for Risk Management of Engineering Systems University of Virginia 12 IDEF Diagram Source: http://www.idef.com/Downloads/pdf/Idef3_fn.pdfhttp://www.idef.com/Downloads/pdf/Idef3_fn.pdf

13. Center for Risk Management of Engineering Systems University of Virginia 13 IDEF Workbook Data Needs Activities

14. Center for Risk Management of Engineering Systems University of Virginia 14 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

15. Center for Risk Management of Engineering Systems University of Virginia 15 STIP Development Process – Flow Diagram Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

16. Center for Risk Management of Engineering Systems University of Virginia 16 STIP Development Process: IDEF Example - Tree Diagram View 1 2

17. Center for Risk Management of Engineering Systems University of Virginia 17 STIP Development Process – IDEF Example – Sub-Process View

18. Center for Risk Management of Engineering Systems University of Virginia 18 Revenue Forecasts – Flow Diagram 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 Revenue Forecasts: IDEF Example – IDEF View

20. Center for Risk Management of Engineering Systems University of Virginia 20 Case 1 - MPO Process

21. Center for Risk Management of Engineering Systems University of Virginia 21 Approach 1)A member sets up an interview with a high-level employee in an MPO. 2)A member prepares a set of questions and objectives from the IDEF0 standard to use for the interview. 3)Members of the team conduct the interview. 4)The team verifies the information gathered from the interview with any existing information on the process, such as local district or VDOT websites. 5)The information is dissected to specific elements, as described by IDEF0. 6)The team uses the information to build the IDEF0 models for MPOs.

22. Center for Risk Management of Engineering Systems University of Virginia 22 Building IDEF0 Model First start out with the activity

23. Center for Risk Management of Engineering Systems University of Virginia 23 I/O, Constraints, Mechanisms Implement inputs, outputs, constraints, and mechanisms Inputs Outputs Mechanisms Constraints

24. Center for Risk Management of Engineering Systems University of Virginia 24 Additional Details Additional details can be added to activities

25. Center for Risk Management of Engineering Systems University of Virginia 25 Case 2 - Public Involvement Process

26. Center for Risk Management of Engineering Systems University of Virginia 26 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 IDEF Model: Public Involvement Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

27. Center for Risk Management of Engineering Systems University of Virginia 27 IDEF Model: Public Involvement

28. Center for Risk Management of Engineering Systems University of Virginia 28 Analysis of Public Involvement Activities  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 1. Advertising Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

29. Center for Risk Management of Engineering Systems University of Virginia 29 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/Final%20PI%20Guide.pdf http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

30. Center for Risk Management of Engineering Systems University of Virginia 30 Analysis of Public Involvement Activities 3. Comment Posting  Comments from the public hearing:  Posted on VDOT’s and DRPT’s 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/Final%20PI%20Guide.pdf http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

31. Center for Risk Management of Engineering Systems University of Virginia 31 Analysis of Public Involvement Activities 5. Final STIP 6. Public Notice of 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  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/Final%20PI%20Guide.pdf http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

32. Center for Risk Management of Engineering Systems University of Virginia 32 FHWA’s Review on Public Involvement  FHWA’s 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/Statewide+Planning+VDOT.pdfhttp://www.virginia.edu/crmes/stip/Statewide+Planning+VDOT.pdf

33. Center for Risk Management of Engineering Systems University of Virginia 33 STIP Development Process Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

34. Center for Risk Management of Engineering Systems University of Virginia 34 Tentative Program Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

35. Center for Risk Management of Engineering Systems University of Virginia 35 Secondary Roads Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

36. Center for Risk Management of Engineering Systems University of Virginia 36 Urban Programs Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

37. Center for Risk Management of Engineering Systems University of Virginia 37 MPO Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

38. Center for Risk Management of Engineering Systems University of Virginia 38 Public Involvement Workbook

39. Center for Risk Management of Engineering Systems University of Virginia 39 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

40. Center for Risk Management of Engineering Systems University of Virginia 40 Case 3 - Urban and Secondary Roads Processes

41. Center for Risk Management of Engineering Systems University of Virginia 41 Research Methodology Collect Information Organize Information Apply Information

42. Center for Risk Management of Engineering Systems University of Virginia 42 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

43. Center for Risk Management of Engineering Systems University of Virginia 43 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

44. Center for Risk Management of Engineering Systems University of Virginia 44 Apply Information Apply the information to the elements and create an IDEF model

45. Center for Risk Management of Engineering Systems University of Virginia 45 Urban Programs in IDEF0

46. Center for Risk Management of Engineering Systems University of Virginia 46

47. Center for Risk Management of Engineering Systems University of Virginia 47 Preliminary Engineering Inputs: analysis Controls: budget and requirements Mechanisms: groups working on PE effort Output: draft of programming resolution

48. Center for Risk Management of Engineering Systems University of Virginia 48 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

49. Center for Risk Management of Engineering Systems University of Virginia 49 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

50. Center for Risk Management of Engineering Systems University of Virginia 50 Secondary Roads in IDEF0

51. Center for Risk Management of Engineering Systems University of Virginia 51 Current Process Flow Source: Secondary Roads Six Year Process Presentation

52. Center for Risk Management of Engineering Systems University of Virginia 52 Main Processes

53. Center for Risk Management of Engineering Systems University of Virginia 53 Work Session Sub Process

54. Center for Risk Management of Engineering Systems University of Virginia 54 Approval Sub Process

55. Center for Risk Management of Engineering Systems University of Virginia 55 Case 4 - Amendment Process

56. Center for Risk Management of Engineering Systems University of Virginia 56 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

57. Center for Risk Management of Engineering Systems University of Virginia 57 Amendment Process Workbook

58. Center for Risk Management of Engineering Systems University of Virginia 58 Flowchart of Amendment Process

59. Center for Risk Management of Engineering Systems University of Virginia 59 Compatibility of Process Modeler with other Applications

60. Center for Risk Management of Engineering Systems University of Virginia 60 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.

61. Center for Risk Management of Engineering Systems University of Virginia 61 The STIP Project Development Process The project development process was modeled in IDEF3 through the synthesis of: The Virginia Department of Transportation’s memorandum on the preliminary engineering project development process dated September 15, 2003. The “How a Road Gets Built Fact Sheet” from VDOT’s website. An interview with Frank Dunn on project development.

62. Center for Risk Management of Engineering Systems University of Virginia 62 The Project Development Process in IDEF3

63. Center for Risk Management of Engineering Systems University of Virginia 63 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.

64. Center for Risk Management of Engineering Systems University of Virginia 64 The Project Development Process in Arena

65. Center for Risk Management of Engineering Systems University of Virginia 65 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

66. Center for Risk Management of Engineering Systems University of Virginia 66 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 Council’s computers. Database modeling and design using Computer Associates’ AllFusion ERwin Data Modeler.

67. Center for Risk Management of Engineering Systems University of Virginia 67 Attributes of entities are listed. Relationships between entities are defined iSYP Database Structure

68. Center for Risk Management of Engineering Systems University of Virginia 68 Descriptions of SYIP Related Attributes Formal definitions of attributes listed in the database structure can be found on VDOT’s Data Shopper

69. Center for Risk Management of Engineering Systems University of Virginia 69 IDEF Implementation at VDOT

70. Center for Risk Management of Engineering Systems University of Virginia 70 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

71. Center for Risk Management of Engineering Systems University of Virginia 71 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.

72. Center for Risk Management of Engineering Systems University of Virginia 72 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.

73. Center for Risk Management of Engineering Systems University of Virginia 73 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.

74. Center for Risk Management of Engineering Systems University of Virginia 74 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.

75. Center for Risk Management of Engineering Systems University of Virginia 75 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.

76. Center for Risk Management of Engineering Systems University of Virginia 76 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.

77. Center for Risk Management of Engineering Systems University of Virginia 77 Locating (STIP) and (SYIP) Business Process Effort in VDOT’s Intranet (Coweb) Business process models were found in the environmental division website. Example: The business process model designed by the environmental division for the hazardous materials review process.

78. Center for Risk Management of Engineering Systems University of Virginia 78 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 Associate’s AllFusion program would fulfill these requirements and is an acceptable Business Process Model to be used by the Data Management Division

79. Center for Risk Management of Engineering Systems University of Virginia 79 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/electronic%20pubs/iim/IIM22 6.pdfhttp://www.extranet.vdot.state.va.us/ locdes/electronic%20pubs/iim/IIM22 6.pdf

80. Center for Risk Management of Engineering Systems University of Virginia 80 IDEF Software Hands-On Session

81. Center for Risk Management of Engineering Systems University of Virginia 81 IDEF Demonstration: An Example of Public Involvement IDEF Framework:

82. Center for Risk Management of Engineering Systems University of Virginia 82 Discussion

83. Center for Risk Management of Engineering Systems University of Virginia 83 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 of business process modeling to the STIP/SYIP? 3. What are the opportunities to aid priority-setting and resource allocation across all or particular IT systems? 4. What are the potential uses of business process modeling for other processes of the transportation agencies?

84. Center for Risk Management of Engineering Systems University of Virginia 84 Project Website (www.virginia.edu/crmes/stip)www.virginia.edu/crmes/stip Source: www.virginia.edu/crmes/stipwww.virginia.edu/crmes/stip

85. Center for Risk Management of Engineering Systems University of Virginia 85 Backup Slides

86. Center for Risk Management of Engineering Systems University of Virginia 86 Updated Final Report for this Project (9-07-04) - RKJ DRAFT of the Final Report for this Project (7-14-04) - RKJDRAFT 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) - RKJNotes from meeting with BioTech (7-22-04) - RKJ *Updated 7-27-04 Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Program Materials

87. Center for Risk Management of Engineering Systems University of Virginia 87 Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Program Materials (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) - RKJSTIP 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) - RKJIDEF Worksheet Update - Compilation of Previous Worksheets (6-04-04) - RKJ *Updated 6-25-04 Success with CA AllFusionSuccess with CA AllFusion- Document describing SRAs success with the AllFusion Program (6-03-04) - RKJ Example of AllFusion ProjectExample of AllFusion Project - Created by Voluntary Interindustry Commerce Standards (6-03-04) - RKJ Information on AllFusion Process ModelerInformation 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)

88. Center for Risk Management of Engineering Systems University of Virginia 88 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 (03-04-04IDEF Worksheet - STIP Process (03-04-04) IDEF Worksheet - Amendment Process (02-24-04) IDEF Worksheet - Amendment Process (03-09-04) Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Program Materials (Cont.)

89. Center for Risk Management of Engineering Systems University of Virginia 89 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)Current STIP PosterCurrent STIP Sub-ProcessesRecommended STIP 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 (07-07-2003Changes In Work Plan (07-07-2003) Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Program Materials (Cont.)

90. Center for Risk Management of Engineering Systems University of Virginia 90 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 3123 CAPSTONE Team Readings STIP FY-05 Timeline STIP and TIP Development Process, Utah DOT - Coordination with MPO, UTA, FHWA and UDOT, September 2001STIP and TIP Development Process, Utah DOT AllFusion Process Getting Started Guide AllFusion Process Modeler Methods Guide FAQ on TIP Development and Financial Constraint of Virginia's STIP - Joint FHWA/FTA/VDOT/VDRPT Process Review, November 2002Development and Financial Constraint of Virginia's STIP Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Program Materials (Cont.)

91. Center for Risk Management of Engineering Systems University of Virginia 91 Interviews Conducted since Initiation of Contract 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 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 Made phone interview with Deborah Grant. Discussed the FMIS system and project approval.

92. Center for Risk Management of Engineering Systems University of Virginia 92 Conducted interview with Donald Silies, Administrator for the Scheduling and Contract Division with respect to the Advertisement Schedule. Interviewed Jennifer DeBruhl in Richmond, obtained her experience with the November 2002 document Interviewed Ahmet Anday and Amy Costello in Richmond, obtained their description of the STIP Environmental Process Interviewed Michael Hester, obtained his description of the STIP Environmental Process Meet with John Nahm, Dick Jones, Ellett Pollard, and Rob Walters at BioTech in Richmond, VA to discuss the project to date and its relevance to BioTech’s work. Interviewed Frank Dunn via phone on Project Development Interviewed Dick Jones via phone on how to navigate the Data Administration's website Interviewed Bill Pulkowski via phone on document tracking systems used by SCC that might be useful for VDOT Interviews Conducted since Initiation of Contract (Cont.)

93. Center for Risk Management of Engineering Systems University of Virginia 93 IDEF Worksheet Questions Webpage www.virginia.edu/crmes/stip/IDEFform.htm

94. Center for Risk Management of Engineering Systems University of Virginia 94 IDEF Worksheet Questions Coding IDEF Worksheet Questions IDEF Worksheet Questions The purpose of this document is to describe what parameters we need from you about each of your activities and/or roles that go into the STIP/SYIP integration. Please complete one of these forms for each of your activites and/or roles. Each row on the worksheet represents a new IDEF0 (Integrated Definition for Function Modeling) activity. IDEF0 is the technique that breaks down the activities or functions of the organization or system into its component parts. It is a graphical language that assists in identifying the functions that are performed, the various elements needed to perform those functions, and what is efficient and inefficient about the system under study. (i.e. What are the roles you have in generating the STIP?)

95. Center for Risk Management of Engineering Systems University of Virginia 95 For more information on IDEF please go to www.idef.org Figure 1: IDEF0 Description - Description of IDEF0 Format of Mapping The columns contain the IDEF0 standards as well as supplementary material. Your name: First Last Your email address: Title of your position: Field 1: Name of Activity Name or title for activity or function. IDEF Worksheet Questions Coding (Cont.)

96. Center for Risk Management of Engineering Systems University of Virginia 96 Field 2: Inputs Something consumed or modified in the process. (i.e. schedules, costs, drafts) Field 3: Controls A constraint on the operation of the process. Represents the objects that govern the manner in which inputs are transformed yet are not themselves transformed by the activity. Consists of legislation, regulations, and policies related to the system. (i.e. codes, restrictions) Field 4: Mechanisms Something used to perform the process, but is not itself consumed. The elements that accomplish the actions of the process, such as people, manual or automated tools, established procedures for holding hearings, etc. (i.e. software applications, email exchange, etc.) Field 5: Outputs Something resulting from the process. Shows what an activity produces or creates. IDEF Worksheet Questions Coding (Cont.)

97. Center for Risk Management of Engineering Systems University of Virginia 97 Field 6: Objective The goal of the function or activity. Field 7: BPwin Diagrams Link to the activity in BPwin format. Field 8: Title of Responsible Person(s) Person(s) in charge of the function or activity. Field 9: Key Decisions Possible choices for the outcome of the activity or function. IDEF Worksheet Questions Coding (Cont.)

98. Center for Risk Management of Engineering Systems University of Virginia 98 Field 10: Duration Time/length of the activity. Field 11: Transcripts/Interviews Link to a document that shows an outline description of the activity, interview, or a memo on the activity. Field 12: External Links Links to sites outside the CRMES website that are pertinent to the activity. Field 13: Diagrams/Models Diagram showing detail of the activity. IDEF Worksheet Questions Coding (Cont.)

99. Center for Risk Management of Engineering Systems University of Virginia 99 Field 14: Reviews Notes or reports available on the activity. Field 15: Potential Recommendation Any recommendations on how to improve the activity. Field 16: Miscellaneous Any other information or files available on the activity that did not fit into the fields above. IDEF Worksheet Questions Coding (Cont.)

100. Center for Risk Management of Engineering Systems University of Virginia 100 Please contact Professor Lambert with any further questions: Email: lambert@virginia.edu Office Phone: 434-982-2072 Office Assistant Phone: 434-924-0960 IDEF Worksheet Questions Coding (Cont.)

101. Center for Risk Management of Engineering Systems University of Virginia 101 Using the IDEF Model to Improve Business Processes of the Transportation Agencies: Methodology for Transferring the Six-Year Improvement Program (SYIP) into the Statewide Transportation Improvement Program (STIP) on the State Level: A continuation of the Development and Financial Constraint of Virginia’s STIP Outline (DRAFT) Abstract: A quick review of what the document is presenting. Introduction: A review of Development and Financial Constraint of the Virginia’s STIP and the role that the University of Virginia plays in this project by transferring the previous document into IDEF format. Background on IDEF: A detailed review on the literature written on IDEF modeling and a review on other projects that have used the IDEF modeling for their business. Development of Methodology: IDEF Worksheet: A description of the IDEF worksheet and its purpose. AllFusion Program: Description of the program created by CA and its purpose in this project. Application: Description of the project and how VDOT will apply this project to their STIP. Review of Jennifer DeBruhl’s interview: A detailed description of why the Development and Financial Constraint of the Virginia’s STIP was written and for what purpose. Focus on Sub-Processes (Environmental, Construction, etc.) Conclusions: Overall review of what this document presented. Recommendations: Recommendations for VDOT. References: Any documents, websites, or books used in this document. Appendix A: Methodology of Web-Page: Description of how the IDEF Worksheet Questions webpage was created and the code that went into creating it. Appendix B: IDEF Worksheet: Print out of the worksheet used. Appendix C: AllFusion Program: Print out of the IDEF models created.

102. Center for Risk Management of Engineering Systems University of Virginia 102 IDEF Worksheet www.virginia.edu/crmes/stip/IDEF Worksheet.xls