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Approaches for Integrating Systems Engineering into Your Agency’s Business Practices
Presented by: Amy Tang McElwain
August 2, 2007Talking Technology and Transportation (T3) Webinar
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System Operations in VDOT
Program established in 2004
Mission …
“Actively manage the transportation system to maximize safety, security, mobility …”
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VDOT NRO Org Chart
Admin.• Business Plan• Performance Mgmt
• Contract Admin.• 604 Budgeting• Back Office Oversight
Admin.• Business Plan• Performance Mgmt
• Contract Admin.• 604 Budgeting• Back Office Oversight
OPP• Strategic Planning• Architecture/Rule 940• Ops Project Planning• Regional Coord• Annual Invest. Plan Dev, Initiation, and Management
• Project programming• Earmark Project Coord
• Year-End Report• Outreach
OPP• Strategic Planning• Architecture/Rule 940• Ops Project Planning• Regional Coord• Annual Invest. Plan Dev, Initiation, and Management
• Project programming• Earmark Project Coord
• Year-End Report• Outreach
Northern RegionOperations Director
ATMS ReplacementProject Manager Executive Assistant
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SE• Ops
Engineering Analysis
• Ops Project Development
• Review all Roadway ProjectITS and Telecomm Design
SE• Ops
Engineering Analysis
• Ops Project Development
• Review all Roadway ProjectITS and Telecomm Design
TE• Project Programming• Customer Service• Study Assessment• Safety/Operational
Review & Proj Support• Plan Dev, Coord,
Review• Signal Engr Coord• Constructability Review• Data Collection• Strategic Improvement /
Corridor Study• Operations
Enhancement
TE• Project Programming• Customer Service• Study Assessment• Safety/Operational
Review & Proj Support• Plan Dev, Coord,
Review• Signal Engr Coord• Constructability Review• Data Collection• Strategic Improvement /
Corridor Study• Operations
Enhancement
TO – STC & ITS-IT
• Emergency Coord• Incident Mgmt• Traffic Mgmt• Traveler Info• Work Zone Mgmt• Freeway & Arterial
Operations• Signal Operations• Roadway Flow
Assessment• IT / Network Support to
Operations System
TO – STC & ITS-IT
• Emergency Coord• Incident Mgmt• Traffic Mgmt• Traveler Info• Work Zone Mgmt• Freeway & Arterial
Operations• Signal Operations• Roadway Flow
Assessment• IT / Network Support to
Operations System
Maintenance• Sign Maintenance• Pavement Marking
Maintenance• Lighting
Maintenance• Signal Maintenance• ITS Asset
Maintenance• Telecomm
Maintenance
Maintenance• Sign Maintenance• Pavement Marking
Maintenance• Lighting
Maintenance• Signal Maintenance• ITS Asset
Maintenance• Telecomm
Maintenance
OIC• Install and
ConstructITS Devices, Signals,Telecomm,and Highway Lighting
• Constructability & Maintainability
Review
OIC• Install and
ConstructITS Devices, Signals,Telecomm,and Highway Lighting
• Constructability & Maintainability
Review
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VDOT NRO has become a “strategic” organization through:
• Integrating the Planning and Programming processes.• Mapping organizational structure to the Systems
Engineering Process.• Providing tools for Project Managers to navigate the
integrated process.
• Incorporating Operations Planning into traditional roadway project development from the outset.
This approach can work for your organization, too!
VDOT NRO: Strategically Driven, Operationally Led
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Origin of VDOT NRO ITS Projects
1. Developed by VDOT NRO
2. Roadway Construction Projects
3. Local ITS Projects
4. Partnership Projects
5. Metropolitan Washington D.C. Regional Projects
6. Statewide Projects
7. CMP-Induced Projects
8. NVTA-Generated Projects
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•Web site: ww.vdot-itsarch.com/
•Strategic Plan & Operating Concept
•FY Strategic Focus
•Incident Mgmt Plan Emergency Transp. Plan
•Telecomm. Plan
•Configuration Change Boards
Tools Available:
Consistent Document and Tools Facilitate the Process for NRO Managers
Relationship to the Business Process:
1. Strategic Plan Operating Concept Regional Architecture
1. Strategic Plan Operating Concept Regional Architecture
2. Establish Annual Strategic Focus2. Establish Annual Strategic Focus
10. Maintain / Update / Develop System Documents, Processes & Reports (i.e., System Architecture, ConOps,Year End Reports, etc.)
10. Maintain / Update / Develop System Documents, Processes & Reports (i.e., System Architecture, ConOps,Year End Reports, etc.)
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•Project Proposal Template
•Technology Evaluation Process
•SE Source for ITS Tech. System (SESITS library)
•Prioritization Model
Relationship to the Business Process:
Consistent Document and Tools Facilitate the Process for NRO Section Managers
3. Project Development(concept exploration andFeasibility review)
3. Project Development(concept exploration andFeasibility review)
4. Project Prioritization4. Project Prioritization
Tools Available:
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•Project & Rule 940 User Guide
•Rule 940 Checklist
•Concept of Operations Outline
•Standard Operating Procedure
•Project Mgmt Forum & Planning Advancement
Board
Consistent Document and Tools Facilitate the Process for NRO Section Managers
Relationship to the P&P Process:
9. Project Implementation9. Project Implementation
Tools Available:
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Other Tools for Managing NRO Budget and Projects
Current practice: Spreadsheets
• Funding Plan – NRO activities and their funding & source • Work Plan – NRO activities with basic project info, funding
and spending, agency approval requirement status, etc.• Unfunded List – Partially and unfunded NRO activities as
candidate for receiving funds during fiscal year or being considered at the next fiscal year investment dev. process
• Funding Reallocation – proposed and approved funding re-allocation during fiscal year
• And many other agency process tracking spreadsheets
Upcoming New Practice: Database and web tool
• Project database and intranet web-based interface • No more separate spreadsheets
VDOT official construction project management web-based tool
• NRO projects funded by the construction fund can benefit from using VDOT’s enterprise tool
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VDOT Rule 940 Checklist Ensuresand Documents That the Process Has Been Followed• Section 1: Project Introduction
• Section 2: Needs Assessment
• Section 3: Regional Architecture Assessment and Concept Exploration
• Section 4: Alternative Analysis
• Section 5: Concept of Operations
• Section 6: Requirements Definition
• Section 7: Detailed Design
• Section 8: Implementation
• Section 9: Integration and Test
• Section 10: System Verification and Acceptance
• Section 11: Operations and Maintenance
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VDOT Rule 940 Checklist Ensuresand Documents That the Process Has Been Followed• Section 1: Project Introduction
• Section 2: Needs Assessment
• Section 3: Regional Architecture Assessment and Concept Exploration
• Section 4: Alternative Analysis
• Section 5: Concept of Operations
• Section 6: Requirements Definition
• Section 7: Detailed Design
• Section 8: Implementation
• Section 9: Integration and Test
• Section 10: System Verification and Acceptance
• Section 11: Operations and Maintenance
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Origin of VDOT NRO ITS Projects
1. Developed by VDOT NRO
2. Roadway Construction Projects
3. Local ITS Projects
4. Partnership Projects
5. Metropolitan Washington, DC Regional Projects
6. Statewide Projects
7. CMP-Induced Projects
8. NVTA-Generated Projects
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Operations SE Process “Shoehorned” into Traditional Roadway Project Development
• Assess need for and feasibility of Operations elements (ITS Market Packages) in initial project planning (PE Phase).
• Assess funding need based upon Step 1 and include Statewide Transportation Plan (SYIP in Virginia).
• For projects included in Statewide Plan, conduct more detailed analysis and feasibility study to determine specific Operations applications. (In Virginia, pre-Scoping with Location & Design during PE Phase.)
• For projects in Scoping phase, include requirement for consultant to develop Concept of Operations based upon Steps 1-3 as part of bid package.
• Upon project design award, design of Operations elements enters V Diagram process described previously.
It is important to consider both temporary Operations elements during construction phase and permanent elements for Management & Operations phase.
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Project Development Concurrent Engineering Process - January 2007 ( Total & Partial R/W Takes)
AuthorizeR/W & UtilitiesPartials (52)
Draft V 1.2
RouteSurvey
(21S, 31S)
PFIPreparation
HydraulicAnalysis
TypicalSections
Initial Roadway Design(21A, 21B, 21H, 36F)
R/W &Constr.Limits
Critical X-Sections
Alignment and
Grade
Initial Noise Abatement
AssessmentPre-SoilsReport(34P)
PFIMtg.(36X)
VE(32, 32X)
Haz. Mat.Screening
Wetland/StreamScreening
TypicalSections
Preliminary Roadway Design (36P)
R/W &UtilitiesImpacts
UtilityDesignation
Alignment and
Grade
Plan &Elevation
Preliminary Bridge/Ret. Structure
SpecialDetails
Noise Abatement
Design (39, 55)
Hydraulic / E&S Design (36H)
Major Struct. / Soils Report (41)
TypicalSections
(46C,D,38,54)
Bridge Hydraulic Analysis (46H)
Sign
Preliminary TCD/ITS Design (35C,D)
LightingSignal
Aesthetic Analysis
Mitigation
Preliminary Landscape (53P)
Draft Env. Document (CE, EA) (25X, 25)
Hazard Material Assessment
Stream/Wetland Coordination
Public HearingPlan Prep.
(48)
R/WAssessment/ Easements
UtilityAssessment/ Easements
Plan DesignChanges
(48)
Public Hearing
Public HearingTeam Mtg.
(48X)
R/W & Utilities Data for
Public Hearing (44)
R/W SpecialNegotiationsIdentification
(68)
ConstructabilityReview (36C)
ConstructabilityReview (49C)
Pre Scoping Activities
IncludeProject in
SYP
Develop Planning
Level Project Schedule Per
Phase
DevelopProject
PurposeBy Sponsor
PEAuthorized
(12)
DevelopProjectCharter
EQ 429
DefineProjectTeam
Pre-ScopeMeeting
DevelopNarrative
Develop Planning Level
Project Estimate Per
Phase
Scoping Activities (22)Data
Collection& Analysis
Field Review
Scoping Meeting(22X)
SERP(18)
PermitDetermination
(24)
ConstructabilityReview (22C)
ProjectEstimate
ProjectSchedule
ScopeDefinitionDocument
CompleteProject
Plan
ScopingApproval
(22Z)
Furnish Environmental
Traffic Data(23)
LD-104
LD-393
LD-398
LD-297
LD-419
LD-430
LD-430ALD-392
LD-435
LD-252
LD-261
LD-431
LD-439
LD-297
LD-320
LD-320 (Sec)
LD-419
LD-252
LD-261
LD-153
LD-204LD-269
LD-347
LD-293B
LD-293CLD-293LD-23
LD-293D
LD-419LD-297
LD-434
LD-252
DesignApproval(49,49X)
ProjectSummaries
Detail Roadway Design (65F)
InsertableSheets
SpecialDesign
MOTPlans
Erosion/SedimentControl
StormwaterMgmt.
Final Soils Report
(34F)
Coast Guard Permit (63)
ScourAnalysis
(46H)
Sign
Detail TCD/ITS Design (61C,D)
LightingSignal
Furnish Preliminary UFI Plans
(In Plan Utility Design)
Hazardous MaterialsAssessment Mitigation
Stream/Wetland Compensation & Mitigation (56) (56S)
Landscape Design (53F)
FinalEA/FONSIDocument (33X, 33)
Detail Hydraulic Design (43H)
IdentifyUtility
Estimate
R/WRelocations
Bridge(64C,D)
RetainingSpecial
(62)
Structure Design
AuthorizeR/W
Totals (52T)
ConstructabilityReview (65C)
FieldInspection
(65X)
NTP Totals(60T)
Noise Abatement Design (59)
LD-252
LD-312 LD-268 LD-294LD-229
LD-95LD-96LD-113
LD-440
LD-99-I
LD-99-I (Dist)
LD-297
LD-103(NV) (Sec)LD-103 (Sec)(Dist)
LD-103-Sec
LD-99-U-NV
LD-99-U (Dist)
LD-99-ULD-99I-NV
LD-419LD-436
SpecificationsSpecial Provisions
R/WRelocations
(73)
R/W/Utilities Acquisition (69, 69R)
Utility Easements
Bridge(64C,D)
RetainingSpecial
(62)
Final Structure Design
Final TCD/ITS Design (61C,D)
Final Erosion & Sediment Control (46)
Final Roadway Design (65P)
Utility Agreement (67C,D)
Final Landscape Design ( 53F)
Envir. Permit Acquisition (70)
Hazardous Materials Assessment/Mitigation
Stream/Wetland Compensation & Mitigation (56, 56S)
Final Noticeto Proceed(60X, 60P)
Utility Relocations
(67U)
In Plan Utility Design (Final)
Specifications/Special Provisions
Road/Bridge
TrafficControl
Utility/ Landscape
Construction Plans (71, 72) Prepare for Advertisement
(72)Plan
Submission(72X)
AdvertiseProject
(80)
Funding Certification (79,80X)
Coast Guard Permits (63)
Hazardous Materials Assessment/Remediation
Environmental Permit Contract Documents (70)
Biddability
Review(72B)
ConstructabilityReview (71C)
End Quality Control Review
Pre-Ad Conference
(71X)(71C)
LD-368
LD-36LD-95
LD-113LD-96
LD-423LD-422
LD-404
LD-409
LD-297
LD-436 LD-364LD-377
Post Construction
LD-416LD-433
Minor Structure FoundationAnalysis & Report (40, 45)
Hazardous Materials Assessment/Remediation
Work Zone Safety & Mobility Review
Work Zone Safety & Mobility Review
Work Zone Safety & Mobility Review
Work Zone Safety & Mobility Review
Work Zone Safety & Mobility Review
Utility EasementProvided on
Plans
Demolition Contracts
R/WTotal ParcelAcquisition
Plans(51T)
EQ-201
LD-441RW-301
Conduct Final UFI
(43X)
Furnish Final UFI Plans (In
Plan Utility Design)
(43)LD-428
R/W & UtilitiesPartial Acquisition Plans and Project
Manager Certification (51)
EQ-201
LD-441RW-301
Note: This process does not apply to Location Studies that require CTB location approval.
PlanDesign
Changes
Project Manager Certifies
PlansLD-114
UpdatePre-AdPlans
LD-442LD-426LD-406
Preliminary MOT
In Plan Utility Design Relocations
Railroad Right ofEntry Agreement (68)
R/W/Utility Certification
(69X)Hazardous Materials
Assessment/Remediation
Environmental CertificationPS&E Reevaluation
EQ-103 EQ-200
UtilityReview (22C)
UtilityReview (22C)
PreliminaryUtility Field Inspection
UtilityReview (22C)
Preliminary ReviewBy Utility Companies
Utility Mitigation Process by Utility Right-of-Way CURE,
L&D, Plan Designer
Submit Final Utility Relocation Plans
Submit Preliminary
Utility Relocation
Plans
Prioritize Utility Parcels
ITS Concept Exploration – OPPITS Concept Exploration – OPP& Feasibility Evaluation – SE& Feasibility Evaluation – SE
Concept of Operations - OPPConcept of Operations - OPP
Require-Require-ments ments – – SESE
ITS High-levelITS High-levelDesign – SEDesign – SE
ITS DetailITS DetailDesign – SEDesign – SE
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Origin of VDOT NRO ITS Projects
1. Developed by VDOT NRO
2. Roadway Construction Projects
3. Local ITS Projects
4. Partnership Projects
5. Metropolitan Washington, DC Regional Projects
6. Statewide Projects
7. CMP-Induced Projects
8. NVTA Generated Projects
NRO starts participating from the concept exploration and/or Concept of Operation development phases.
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IN CONCLUSION
Integrated strategic planning, budgeting, progressing, and tracking of Operations projects adds efficiency and effectiveness to an agency’s Operations practice.
Integrating the Planning and Programming processes, and mapping organizational structure to the Systems Engineering process, have been keys for VDOT NRO in becoming a “strategic” organization.
Clear, simple tools can help Project Managers to navigate the integrated process.
Planning for Operations needs to extend beyond the Operations business units and be incorporated into traditional roadway project development from the outset.
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Contact Information
Amy Tang McElwain
VDOT Northern Region OperationsPlanning and Programming Manager
http://www.vdot-itsarch.com/Default.htm
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