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Project Management PlanUS 101Cooper Point Rd. Interchange
July 19, 2006
Initiate & Align US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57 Project Manager: Joe Smith
July 19, 2006
Project Description The Cooper Point Road I/C is currently operating at capacity during peak hours. The existing structure over US 101 only accommodates one lane of traffic in each direction, plus left turn lanes. The City of Tumwater has submitted a TIA application to widen Cooper Point Rd. WSDOT participation has been requested. TIB selected this project for TIA funding in January 2005. The City of Tumwater will be the lead agency in this project.
Team Mission/Assignment Deliver a PS&E package and all supporting documents and approvals required to advertise the US 101, Cooper Point Road Interchange Improvement project. Meeting the following criteria: A construction project that minimizes impacts to the public and environment An improved facility that is responsive to the needs of and meets the requirements and
expectations of all stakeholders. Within funding limits. By the agreed upon AD date.
Phase of the project assigned? (Check the phase that applies for the team you are initiating for this effort): Scoping Preliminary Engineering Construction
Major Milestones The project team tracks major milestones, which provide an overview and status to the WSDOT Management & Project Team, Legislature, and the public. The following is a selection of the major milestones that will apply:
Project Definition Complete 6/10/2006 Begin Preliminary Engineering 7/5/2006 Environmental Documentation Complete 1/24/2007 Right of Way Certification 1/24/2007 Advertisement (Ad date) 7/2/2007 Bid Opening 8/15/2007 Award 8/29/2007 Execution 11/1/2007 Construction Start 11/16/2007 Operationally Complete 4/13/2009 Final Contract Completion 6/23/2009
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These milestones are included in the Master Deliverables List and must be tracked in the project schedule. See the Project Control and Reporting Guide (PCRG) for major milestone definitions. The PCRG can be found at: wwwi.wsdot.wa.gov/ProjectReporting/
Boundaries Physical project limits are: o South – southern curb return of the Cooper Point Road and Mottman Road intersection. o North – southern bridge seat of Percival Creek Bridge on Cooper Point Road. o East – not specific, but not to include I-5 Interchange. o West – not specific, but not beyond Percival Creek Bridges.
Design consistent with appropriate jurisdictional (WSDOT, Olympia, Tumwater) design standards and policies.
Meet access control requirements for US 101
Team Identification The project team consists of the project manager, design team members and all specialty groups that need to be involved in the development of the project. Specialty groups must be involved in project work planning, schedule development and maintenance, and endorsement of the work plan. The following specialty groups could be involved:
Access Land Survey Architecture Roadside Development Bridge & Structures Materials Construction Program Management Consultant Liaison Public Information Office Design & Plans Review Real Estate Services Environmental Right-of-Way Geographical Services Traffic Geotechnical Services Transportation Data Office Highways & Local Programs Utilities Hydraulics
Roles & Responsibilities Design Squad Team Leader Coordinate design team operations and incorporate products from specialty groups to the
Design File & PS&E. Design oversight; including meeting requirements of the Design Manual, other manuals,
and the Team Mission. Provide technical advice regarding individual design elements. Develop and provide project information as needed by specialty groups. Bring concerns from the design team to the management team. Update the design team on decisions/recommendations of management. Maintain the project schedule.
Traffic Analysis & Design Representative
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Provide technical traffic operations information. Provide traffic data and projections necessary for interchange design. Communicate status in the design process, obstacles encountered, and data required. Provide a finished PS&E for signing, illumination, and signalization. Act as an advocate for the Traffic office by communicating concerns/issues between the
design team and the traffic office. Environmental Coordinator Provide environmental documentation and applicable permits for project AD. Coordinate any mitigation to address environmental impacts. Communicate with the appropriate State, Local, and Federal agencies to obtain the
appropriate permits required. Act as an advocate for the Environmental office by communicating concerns/issues
between the design team and the Environmental office. Real Estate Services Representative Provide input and data (title information, permits, etc.) to the Design Team,
Environmental Team, Utilities Team, and others. Appraise property and/or property rights. Acquire the necessary property and/or property rights (including access). Communicate and coordinate with other teams to clear right of way. Act as an advocate for the RES office by communicating concerns/issues between the
design team and the RES office. Bridge Design Representative Provide structural guidance; such as bridge type, bridge span, etc. Provide alternative schemes or options. Prepare the Bridge Design Plans. Act as an advocate for the Bridge office by communicating concerns/issues between the
design team and the Bridge office. Design Team Member Assist with the preparation of the Design File, and PS&E. See that design meets the requirements of the Design Manual, other manuals, and the
Team Mission. Prepare displays for public meetings. Provide information, as needed, to specialty groups. Bring concerns to the Design Team Leaders attention.
Project Engineer Project Manager for the US 101, Cooper Point Road Interchange project. Engineer of Record for contract plans. Liaison between the Project Delivery Team and the Management Team. Work with local agencies and SPSCC to resolve any issues or roadblocks. Maintain the direction of Purpose and Mission. As the project progresses, set goals and provide guidance and advice. Monitor the schedule and budget.
Assistant Project Engineer Support the Project Engineer in all above responsibilities.
Management & Customer Team
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The Management & Customer Team provides leadership and oversight for delivery of the Region construction program. In this role, the team provides a forum for reviewing the status of and delivery plans for projects. This team is intended to coordinate and prioritize application of resources at a regional level, remove roadblocks, pursue adequate funding, and facilitate communication both internally and externally.
Olympic Region Project Development Engineer Work with local agencies and SPSCC to resolve any issues or roadblocks. Maintain the direction of Purpose and Mission. Monitor the schedule and budget. As the project progresses, set goals and provide guidance and advice.
Olympic Region Program Manager Monitor the schedule and budget for program delivery. Participate in securing necessary funds. As the project progresses, set goals and provide guidance and advice.
Olympic Region Construction Engineer Provide guidance and advise during the design phase to the Project Delivery Team on
constructability issues. Set goals as the project progresses.
Olympic Region Maintenance Engineer Provide guidance and advise during the design phase to the Project Delivery Team on
maintainability issues. Clarification of jurisdictional (State & City) maintenance responsibilities after
construction. Set goals as the project progresses.
City of Olympia Transportation Manager As advocate for the City of Olympia, ensure the project meets the needs and standards of
the City. Coordinate participation of funding through City of Olympia. Work with WSDOT, City of Tumwater and SPSCC to resolve any issues or roadblocks. As the project progresses, set goals and provide guidance and advice.
City of Tumwater, Director of Public Works Overall Project Manager and lead agency for project improvements. Coordinate with Transportation Improvement Board (TIB). Ensure improved access to Tumwater Hill. Verify 5 lanes on the bridge. Work with WSDOT, City of Olympia, and SPSCC to resolve issues or roadblocks. As the project progresses, set goals and provide guidance and advice.
Measures of Success What the team must accomplish for this project to be successful: A clearly defined product (Ad ready PS&E, R/W certification and permits), scope, and
schedule, and manage change effectively. Maintain open, effective and timely communication within the team, with sponsors, other
agencies, stakeholders, and the public.
Conduct timely and meaningful public involvement as identified in the communication plan.
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Understand all our stakeholders’ needs and concerns, mediating issues to an acceptable conclusion.
Gathered stakeholder needs and concerns are through interviews: tabulate, evaluate, and address prior to the Design Hearing.
We effectively manage our resources, including funding, by comparing and reporting work order expenditures to the planned budget.
Regularly recognize and celebrate accomplishments and successes.
Operating Guidelines Operating guidelines describe how the team will govern itself. Team decision-making process o Voice and respect each other’s opinions o Voting by thumbs up, sideways and down, 2/3 majority rules. o All team members support final team decisions. o Resolve conflicts o Early & continued involvement of key players (internal and external)
Team meetings (frequency, who should attend, etc.) o Team will meet monthly to review project status, progress and manage change.
Communication (methods, frequency, chain of command, etc.) o Refer Communication Plan.
Manage team change o Communicate change in a timely manner.
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US 101 Cooper Point Road Interchange WBS (Scope)
Task # WBS Code Task Name MDL Task Description
1PC PreConstruction US 101 Cooper Pt.Road Interchange
2PC-01 Preliminary Estimates & Schedules Estimates and schedules developed for programming.
3PC-01.01 PE Estimate The estimated cost and schedule to complete the design phase of aproject. Developed for programming the project.
5PC-01.03 CN Estimate The estimated cost and schedule to complete the construction phaseof a project. Developed for programming the project.
6PC-02 Project SummaryA document which comprises the Project Definition,Design Decisions and the Environmental ReviewSummary for a project
7PC-02.01 Project DefinitionThe official document that states the purpose and need for theproject and the solution of the deficiency. This is a formal documentthat must have Region and HQ concurrence.
8PC-02.02 Design Decisions SummaryA document which is part of the Project Summary which illustratesdesign considerations and details about design aspects of theproject.
9PC-02.03 Environmental Review SummaryA document which illustrates environmental permit needs andaddresses the level of environmental approval and classification ofthe project.
10PC-02.04 Project Summary Region Approval MILESTONE - Date that the Region Project Development Engineerapproves the Project Summary
11PC-02.05 Project Definition Complete MAJOR MILESTONE - Date of concurrence of the Project Summary(Project Definition, ERS, DDS)
21PC-06 Project Funding ApprovedMILESTONE - Official funding approval by the Region orHQ's Program Management in order to begin the designphase of a project
22PC-07 Begin Preliminary EngineeringMAJOR MILESTONE - Beginning the preliminaryengineering marks the start of the project design. SeeProject Control & Reporting Manual for details.
28PC-09 Project Management See Project Management On-line Guide (PMOG)http://www.wsdot.wa.gov/Projects/ProjectMgmt/
29PC-09.01 Managing the Project Hammock Task Hammock task to assign and account for the resource needs andeffort required to manage the project.
30PC-09.02 Project Management Plan
The Project Management Plan describes both the ProjectPerformance Baseline for the project deliverables and the scheduleand budget plans for delivering them, and the Project ManagementMethods that will be used by the Project Team during their delivery.See Project Management On-line Guide (PMOG) for details.http://www.wsdot.wa.gov/Projects/ProjectMgmt/
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US 101 Cooper Point Road Interchange WBS (Scope)
31PC-09.03 Endorsement
MILESTONE - Endorsement is the process of gaining thecommitment of the Project Team then the endorsement of theManagement entities responsible for the resources needed tosuccessfully execute the Project Management Plan. The process isa formal one and culminates in documented commitment of supportby the Team members, management and others - customers, teamand sponsors as appropriate. See Project Management On-lineGuide (PMOG) for details.http://www.wsdot.wa.gov/Projects/ProjectMgmt/
35PC-11 Public and Agency InvolvementLocal agencies and the public should be notified ofprojects in their jurisdiction or area. Contact theCommunications office for details.
36PC-11.01 Public Involvement Plan
The level of public involvement plan needed is determined by SEPAor NEPA requirements to be met and the amount of potential impacton people, the environment and the economy. Contact theCommunications Office for details.
37PC-12 Project Data Collection and organization of project information todevelop project base plans.
38PC-12.01 Background Data Information about the project
39PC-12.02 Aerial Photographs Aerial photographs of the project site.
40PC-12.03 Clear Zone Inventory The "Corrective Action" portion of Form 410-026 ensures roadsidesafety is addressed
41PC-12.04 Photogrammetry Data A means of collecting topographical information for the projectthrough Geographic Services
42PC-12.05 Surveying Data All of the surveying required to complete the design of the project
43PC-12.06 As-Built Data VerifiedRefer to the as-built data as necessary to compliment the surveydata gathered. Research the current plan of record to verify theexisting access regulation program.
44PC-12.07 Basemap Development of the project basemap for Preliminary Engineering
45PC-12.08 Maintenance Review Documentation An onsite review of the project with maintenance to look at existingsituations and any concerns about the proposed design.
65PC-18 Environmental Documentation
Federal and State regulations require WSDOT todocument the environmental impacts of a transportationproject. Where appropriate, other public andgovernmental agencies are involved in the decisionmaking process. National Environmental Policy Act/StateEnvironmental Policy Act (NEPA/SEPA) If project has afederal nexus, follow NEPA procedures and obtain reviewof proposed documentation level by FHWA. If state onlyfunding, follow SEPA procedures. See EnvironmentalProcedures Manual.
66PC-18.01 Endangered Species Act Compliance
The Endangered Species Act requires that the Department ofTransportation, on behalf of the Federal Highways Administration,must consult with Wildlife Services to determine the effects of projectactions on threatened and endangered species. There are fivecategories of effect determinations.
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US 101 Cooper Point Road Interchange WBS (Scope)
67PC-18.01.01 Biological Assessment
A document required for all activities with a federal nexus thatanalyzes the potential affects of the project on listed species andcritical habitat and justifies a particular "effect determination".Federal agencies are responsible for evaluating impacts to listedspecies from all federal actions, regardless of scope. For actionsother than a "major construction activity", the agency must stillevaluate the potential for adverse effects and consult with theservice, if necessary.
68PC-18.01.02 Environmental Biological Assessment- NOAA Concurrence
Biological Assessment concurrence by the National Oceanic andAtmospheric Administration (NOAA) Fisheries.
69PC-18.01.03 Environmental Biological Assessment- USFW Concurrence Biological Assessment concurrence by USFW
71PC-18.02 NEPA/SEPA Compliance
National Environmental Policy Act/State Environmental Policy Act(NEPA/SEPA) If project receives federal funding, follow NEPArequirements and obtain review of proposed documentation level byFHWA. If state only funding, follow SEPA requirements. SeeEnvironmental Procedures Manual.
73PC-18.02.02 NEPA Documented C.E. (ECS) National Environmental Policy Act Documented CategoricalExclusion (Environmental Classification Summary).
84PC-18.02.08 SEPA Checklist/DNS
State Environmental Policy Act (SEPA) Checklist/Determination ofNon-Significance (DNS) The written decision by the RegionAdministrator, or designee, that a proposal will not have a significantimpact and no EIS is required.
96PC-18.05Discipline Reports - WaterQuality/Surface Water, Groundwater, &Coastal Areas /Shorelines
Environmental Procedures Manual Sections 431, 433, & 452 WaterQuality/Surface Water, Groundwater, & Coastal Areas /Shorelines
97PC-18.05.01 Water Quality Discipline ReportChecklist
Refer to Environmental Procedures Manual 431.05(1) & Exhibit431-4
98PC-18.05.02 Water Quality Discipline Report Refer to Environmental Procedures Manual 431.05(1) & Exhibit431-4
102PC-18.07 Discipline Reports - Wildlife, Fish,Vegetation, & Wetlands
Environmental Procedures Manual Sections 436 & 437 Wildlife, Fish,and Vegetation & Wetlands
103PC-18.07.01 Biological Evaluation (BE) Refer to Environmental Procedures Manual 436.05(3)(b)(5)
104PC-18.07.02 Wetland Inventory Discipline ReportChecklist
Refer to Environmental Procedures Manual 437.05(2) & Exhibit437-10
105PC-18.07.03 Wetland Inventory Discipline Report Refer to Environmental Procedures Manual 437.05(2)
106PC-18.07.04 Wetland/Biology Discipline ReportChecklist
Refer to Environmental Procedures Manual 437.05(3) & Exhibit437-11
107PC-18.07.05 Wetland/Biology Discipline Report Refer to Environmental Procedures Manual 437.05(3)
108PC-18.07.06 Botanical Surveys ReportThis report is necessary for reporting to the US Forest Service andother Federal Agencies sensetive vascular and non-vascular plantspecies within the project area.
109PC-18.07.07 Conceptual Mitigation Report/PlanChecklist
Refer to Environmental Procedures Manual 437.05(4) & Exhibit437-12
110PC-18.07.08 Conceptual Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(4)
111PC-18.07.09 Wetland Mitigation Report/PlanChecklist
Refer to Environmental Procedures Manual 437.05(5)(a) & Exhibit437-13
112PC-18.07.10 Draft Wetland Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(5)(a)
113PC-18.07.11 Final Wetland Mitigation Report/Plan Refer to Environmental Procedures Manual 437.05(5)(d)
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US 101 Cooper Point Road Interchange WBS (Scope)
142PC-18.15 Discipline Reports - Historic, Cultural,and Archeological Resources
Environmental Procedures Manual Section 456 Historic, Cultural,and Archeological Resources
143PC-18.15.01 Cultural Resources Discipline ReportChecklist
Refer to Environmental Procedures Manual 456.05(1) & Exhibit456-4
144PC-18.15.02 Cultural Resources Discipline Report Refer to Environmental Procedures Manual 456.05(1)
145PC-18.15.03 Section 106 Refer to Environmental Procedures Manual 456.05(2)
146PC-18.15.03.01 Section 106 Consultation Refer to Environmental Procedures Manual 456.05(2)
147PC-18.15.03.02 Section 106 Compliance Refer to Environmental Procedures Manual 456.05(2)
148PC-18.15.03.03 Cultural Resource Study Refer to Environmental Procedures Manual 456.05(2)(c)
149PC-18.15.03.04 Memorandum of Agreement Refer to Environmental Procedures Manual 456.05(2)(f)
159PC-18.18 Environmental DocumentationComplete
MAJOR MILESTONE - All environmental documentation completeprior to Design Approval and Right of Way Approval. See ProjectControl & Reporting Manual.
160PC-19 Environmental Permits
Identify and complete permits required for the project.Permit requirements are scoped as part of theEnvironmental Review Summary. See EnvironmentalProcedures Manual for procedures.
161PC-19.01 Corps Section 404 PermitThis permit is needed for discharging, dredging, or placing fillmaterial within waters of the United States or adjacent wetlands.Responsible Agency: Army Corp of Engineers.
164PC-19.04 Coastal Zone Management Certification
Applicants for federal permits/licenses are required to comply withthe states Coastal Zone Management Program (ShorelineManagement Act). Corps permits sometimes require WSDOT toreceive certification from Ecology that the proposed project willcomply with the Coastal Zone Management Program. ResponsibleAgency: Department of Ecology
165PC-19.05 HPA
Hydraulic Project Approval (HPA) A permit required for projects thatuse, divert, obstruct, or change the natural flow or bed of any statewaters (e.g. culvert work, realignment, bridge replacement).Responsible Agency: Washington State Dept of Fish and Wildlife.
166PC-19.06 NPDES
This permit is needed from Ecology for all construction activities(including grading, stump removal, and demolish) on sites one acreor larger and when there is a discharge of stormwater to a surfacewater (e.g., wetlands, creeks, rivers, marine waters, ditches,estuaries). Ecology will not have to permit for 1 to 5 acres sites untilSeptember 2005. Operators of 1 to 5 acre sites may seek coverageunder the current permit.
167PC-19.07 State Waste discharge
This permit is issues by Ecology. Discharges of pollutants to landrequire a State Wastewater Discharge Permit. Discharges fromindustrial facilities to municipal wastewater treatment plants require aState Waste Discharge Permit if they haven't been issued aPretreatment discharge permit by the municipality.
168PC-19.08 Section 401 Water Quality Certification
A federal permit/license for discharge into navigable waters. CertainArmy Corp permits will require a section 401. Responsible Agency:Department of Ecology; and the Environmental Protection Agency(EPA) on federal and tribal land.
169PC-19.09 Short Term Water Quality Modification Issued for activities resulting in temporary minor increase in turbidity.Responsible Agency: Department of Ecology.
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US 101 Cooper Point Road Interchange WBS (Scope)
173PC-19.13 Critical Area Ordinance Permit
Local approval or permits may be required for projects impactingareas defined as "critical" by counties and cities under the GrowthManagement Act (GMA), including wetlands, aquifer recharge areas,wellhead protections areas, frequently flooded areas, geographicallyhazardous areas, fish and wildlife habitat, and conservation areas.Responsible Agency: Counties and Cities.
174PC-19.14 Noise Variance
Construction and maintenance activities during nighttime hours mayrequire a variance from local noise ordinances. Daytime noise fromconstruction is usually exempt. Responsible Agency: Counties andCities.
175PC-19.15 Shoreline Permit/ExemptionRequired for any contract requiring work within 200 feet of ashoreline of the state as defined by the local agency with jurisdiction.Responsible Agency: Department of Ecology, Cities and Counties.
176PC-19.16 Tribal Approvals & Permits Anything that tribes have delegated authority for.
179PC-19.19 Environmental Permits Received MILESTONE - All environmental permits acquired for project to go toAd/Construction.
180PC-20 Materials (Roadway) Development of soils, surfacing, and materials reports forproject.
181PC-20.01 Pavement DeterminationPreliminary recommendations for surfacing materials. See WSDOTpavement interactive guide athttp://wwwi.wsdot.wa.gov/MaintOps/mats/pavementguide.htm
182PC-20.02 Surfacing/Resurfacing ReportA report that lists the recommendations for type, size, & depth ofsurfacing for each roadway and recommendations for rehabilitationof existing roadways
184PC-21 Geotechnical Evaluations Development of Geotechnical reports for project.
185PC-21.01 Preliminary Site DataProject design office is to provide a project description and locationof work to be performed to Region Materials Engineer. See DesignManual Chapter 510.
186PC-21.02 Environmental Permit for FieldExploration
Field exploration may require permits to complete. Permits need tobe provided by the Project Office to HQ Geotechnical Office/RegionMaterials Office to enable required field work to be started.
187PC-21.03 Conceptual Geotechnical ReportRME/HQ Geotechnical will provide recommendations at theconceptual / feasibility level. Some soil borings may be drilled atthis time depending upon project scope and available information.
190PC-21.06 HQ Geotechnical Report(s)
HQ Geotechnical Report containing geotechnical recommendationsand information applicable to the project. There is a possibility ofmultiple reports, depending upon the scope and complexity of theproject.
191PC-22 Structural Site DataSite data to the Bridge and Structures Office, HQGeotechnical Office, or Region Materials Office. Mayinclude base maps, photos, drawing or reports.
192PC-22.01 Bridge Site Data Structure Site Data to be sent to HQ Bridge for design and PS&E.See Design Manual Chapter 1110.
193PC-22.02 Wall Site DataStructure Site Data to be sent to HQ Bridge, HQ Geotechnical, orRegion Materials for design and PS&E. See Design Manual Chapter1130.
196PC-23 Structure Design Development of structures reports and contract plans,specifications, and estimates (PS&E).
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US 101 Cooper Point Road Interchange WBS (Scope)
197PC-23.01 Bridge Condition Report A Report produced by the Bridge Office which describes thecondition of the deck and general information about the structure.
198PC-23.02 Preliminary Bridge Plan Preliminary plan showing location, length, type of structure (TS&L)and estimate.
199PC-23.03 Demolition Plan Development and/or review of demolition plans .
200PC-23.04 Sign Structure Design Cantilever and monotube sign structures and bridges.
203PC-23.07 Bridge Rails/Expansion Joints Design Document/design rehabilitation of bridge rails, expansion joints andbridge decks
206PC-23.10 90% Bridge & Structures Plan 90% Plans turn-in to the regions 4 weeks prior to 100% turn-in
207PC-23.11 Bridge & Structures PS&E 100% Plan, Specials and Estimates ready for region 12 week review.
208PC-24 Roadway DesignDevelopment of earthwork design and channelizationdesign. Also includes minor safety design anddocumentation.
210PC-24.02 Preliminary Interchange Plan Preliminary geometric elements for interchanges on the project
211PC-24.03 Preliminary Channelization Plan Preliminary plans that show the separation of traffic movements intodelineated paths of travel, see Design Manual Chapter 910.
212PC-24.04 Preliminary Earthwork Quantities Preliminary calculations for embankment, roadway excavation, andother earth moving volumes.
213PC-24.05 Alignments Finalization of the horizontal and vertical alignments for eachroadway in the project, see Design Manual Chapters 620 & 630.
215PC-24.07 Interchange Plan for Approval A plan that address the interchange design considerations inaccordance with Design Manual Chapter 940
216PC-24.08 Channelization Plan A plan that address the channelization design considerations inaccordance with Design Manual Chapter 910.
217PC-24.09 Earthwork Quantities Earthwork calculations for roadway excavation and embankmentvolumes.
218PC-24.10 Roadway Sections Geometric roadway cross section from the subgrade to finish grade
219PC-24.11 Roadside SafetyAddress items on the Clear Zone Inventory and any other safetyitems that have been discovered including documenting a decision tofix or not. Design Manual Chapter 700
221PC-25 Hydraulics
The Hydraulic Report is intended to serve as a completedocumented record containing the engineeringjustification for all drainage modifications that occur as aresult of the project. See Hydraulics Manual.
222PC-25.01 Type A Reports Type A Hydraulic Reports contain documentation of design for majorhydraulic work. See the Hydraulics Manual.
226PC-25.05 Hydraulic Report Approved MILESTONE - Hydraulics Report Approved for project.
227PC-26 Partnerships A contract entered into by two or more groups.
228PC-26.01 Local Agencies Agreements/MOU's
A contract between the Washington State Department ofTransportation and a local governmental agency that includes anoffer and an acceptance. Agreements are necessary to accomplishthe transfer of funds into and out of state accounts for goods andservices.
229PC-26.02 Other Agencies Agreements/MOU's
A contract between the Washington State Department ofTransportation and other governmental agencies ornon-governmental agencies that includes an offer and anacceptance. Agreements are necessary to accomplish the transfer offunds into and out of state accounts for goods and services.
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US 101 Cooper Point Road Interchange WBS (Scope)
239PC-28 Right of Way (R/W) EngineeringProperty required for a public facility, includes squarefootage, access rights, easements, and any propertyimpacts as defined in the Right of Way Manual Division 6.
244PC-28.05 Monumentation Map The official state survey document for state highway R/W alignment,see Plans Preparation Manual (PPM) 1010
245PC-28.06 Record of SurveyPublic Record filed with the County Auditor used to preserve theevidence of land surveys. The content and format of Record ofSurveys are prescribed by law.
246PC-28.07 Land Corner RecordsWritten record of corner information as prescribed by the Departmentof Natural Resources, used to perpetuate or establish land cornersand their accessories.
247PC-28.08 Permit to DestroyApplication made to Department of Natural Resources requestingpermission to remove or destroy monuments or make theminaccessible.
266PC-30 Roadside Restoration
WSDOT projects that disturb operational, environmental,visual and auxiliary functions (see Chapter 110 of theRoadside Manual) must be restored according to thepolicy set forth in the Roadside Classification Plan.
268PC-30.02 Restoration Estimate
Region Landscape Architects or the HQ Roadside and SiteDevelopment Unit prepares a restoration estimate which includes allcosts to restore and establish a sustainable plant community per theRoadside Classification Plan, 1996, Chapter 810.
269PC-30.03 Landscape DesignLandscape design and revegetation plans are required when theproject disturbs the roadside. See the Roadside Classification Planand Roadside Manual Chapter 800.
270PC-31 Traffic Design Gathering of traffic data and development of Trafficreports, studies, designs, and plans.
271PC-31.01 Collision Data Validate accident data. Update / supplement if necessary
272PC-31.02 Preliminary Traffic Analysis ReportA report that identifies safety and/or capacity deficiencies and list ofrecommendations including geometric configurations andappropriate traffic control devices.
273PC-31.03 Preliminary Illumination Design Scope illumination system using appropriate design matrix anddesign level. Identify project specific issues and needs
275PC-31.05 Preliminary Signing Design Scope signing system using appropriate design matrix and designlevel. Identify project specific issues and needs
276PC-31.06 Preliminary Signal Design Scope signal system using appropriate design matrix and designlevel. Identify project specific issues and needs
277PC-31.07 Bus Stop Inventory Design decisions . Approval, denial, or variance per engineering andtraffic considerations.
278PC-31.08 Traffic Volumes & Movements Validate traffic counts. Update / supplement if necessary
279PC-31.09 Traffic Model Validate traffic model. Update/supplement if necessary
280PC-31.10 Traffic Analysis Report Finalize traffic analysis report
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281PC-31.11 Traffic Signal Permit
State statutes (RCWs) require Department of Transportationapproval for the design and location of all conventional traffic signalsand some types of beacons located on city streets forming parts ofstate highways. Approval by the Department of Transportation forthe design, location, installation, and operation of all other trafficcontrol signals installed on state highways is required by departmentpolicy. The Traffic Signal Permit (DOT Form 242-014 EF) is theformal record of the department’s approval of the installation andtype of signal. The permit is completed by the responsible agencyand submitted to the Regional Administrator for approval.
282PC-31.12 Illumination DesignDocument project specific design decisions, deviations, justifications,and other approvals. Request soils investigation, foundation design,utility service agreement.
284PC-31.14 Signing DesignDocument project specific design decisions, deviations, justifications,and other approvals. Request soils investigation, foundation design,utility service agreement.
285PC-31.15 Signal DesignDocument project specific design decisions, deviations, justifications,and other approvals. Request soils investigation, foundation design,utility service agreement.
286PC-32 UtilitiesThe Utility Accommodation Team evaluates andauthorizes the installation of utilities and other facilities oractivities within the state highway right of way.
287PC-32.01 Existing Utilities LocatedLocate existing utilities in the field to level of accuracy required. Canvary from quality level D (most basic) to quality level A (SubsurfaceUtility Engineering (SUE)). See Utilities Manual.
288PC-32.02 Existing Utility PlanA plan showing the location of known aerial and underground utilityfacilities. This plan should include all additional data acquired toinsure the accuracy needed for the project.
289PC-32.03 Utility Relocation Plan A plan showing utility relocations/adjustments by DOT.
290PC-32.04 Utility Agreements A contract between the Department and a utility for work by eitherparty where the department will receive or pay funds.
291PC-33 Work Zone Traffic Control (WZTC)
The planning, design, and preparation of contractdocuments for the modification of traffic patterns duringconstruction is known as work zone traffic control. SeeDesign Manual Chapter 810.
292PC-33.01 Preliminary TC Plans A conceptual plan to provide safety in a work zone for the travelingpublic and the workers. See Design Manual Chapter 810.
293PC-33.02 Work Zone Traffic Control MeetingA meeting with the Work Zone Traffic Control (WZTC) team todiscuss various traffic control strategies for the project. See DesignManual Chapter 810.
294PC-33.03 Staging DesignA strategy for staging the work and/or developing detour plans thatare efficient, cost effective, and safe. See Design Manual Chapter810.
295PC-34 Design DocumentationDesign documentation is prepared to record theevaluations by the various disciplines that result in designrecommendations. See Design Manual Chapter 330.
296PC-34.01 Design Documentation PackageA compilation of assumptions, decisions, justifications, andapprovals that support the ultimate design of the project, to includereview of the package. See Design Manual Section 330.06
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297PC-34.02 DeviationA documented decision granting approval at project specificlocations to differ from the design level specified in the DesignManual.
298PC-34.03 Evaluate Upgrade Documentation of whether or not to correct an existing designelement as designated in the design matrices.
299PC-34.04 Design Exception
Preauthorization to omit correction of an existing design element forvarious types of projects, as designated in the design matrices. SeeChapter 325. A DE designation indicates that the design element isnormally outside the scope of the Project Type.
300PC-34.05 Design Approved MILESTONE - An action taken to formally approve the Design(Documentation) File, see Design Manual Section 330.07
306PC-36 Contract Plan Sheets Preparation Development of the Contract Plansheets. See PlansPreparation Manual (PPM) M22-31.
307PC-36.01 Contract Plan Workforce Hammock
This task is a hammock task for uniform resource loading the effortinvolved with contract plan preparation. This task is used when theplan sheet deliverables are constrained by other activities or datesand are not resource loaded. When used, this task will have noconstraints, in order to have the task span the entire duration of planpreparation (parent or summary activity).
308PC-36.02 Index Required on all projects with 30 plan sheets or more, see PlansPreparation Manual (PPM) Chapter 460.
309PC-36.03 Vicinity MapA plan sheet that is required for all projects to show the approximatelocation of the project on the state route, see Plans PreparationManual (PPM) Chapter 460.
310PC-36.04 Summary of QuantitiesThese plans are a complete tabulation of all bid items and payquantities required for the project, see Plans Preparation Manual(PPM) Chapter 460.
312PC-36.06 Roadway Section PlansPlans that show the geometric roadway cross section from subgradeup to finished grade, see Plans Preparation Manual (PPM) Chapter460.
314PC-36.08 Stage Construction Plans These plans show the different stages required to construct theproject. See Plans Preparation Manual (PPM) Chapter 460.
315PC-36.09 Alignment / Right of Way Plans Plans that contain horizontal alignment & R/W information, see PlansPreparation Manual (PPM) Chapter 460.
316PC-36.10 Quantity TabsPlans that tabulate quantities and identifies locations and notespertaining to specific bid items, see Plans Preparation Manual (PPM)Chapter 460.
317PC-36.11 Site Preparation Plans These plans show existing topography, removal & demolition work,see Plans Preparation Manual (PPM) Chapter 460.
318PC-36.12 Existing Utilities Plan
This is an extension of the Site Preparation Plan and is only requiredif the existing utilities are so extensive that they cannot be clearlyshown of the site preparation plans. See Plans Preparation Manual(PPM) Chapter 460.
319PC-36.13 Environmental and/or WetlandMitigation Plans
A plan sheet that identifies wetland mitigation. See PlansPreparation Manual (PPM) Chapter 460.
321PC-36.15 TESC PlansThese plans are required if the project involves land disturbance, toinclude Qtabs, Plansheets, and Details. see Plans PreparationManual (PPM) Chapters 460 and 750.
09/15/05 Page # 9 of 12
US 101 Cooper Point Road Interchange WBS (Scope)
322PC-36.16 Drainage Plans
Plans that show how the drainage system relates to the rest of theproject, including Drainage Structure Notes, Drainage Profiles, andDrainage Details. See Plans Preparation Manual (PPM) Chapter460.
323PC-36.17 Utility PlansPlans that are required when there is work on existing utilities aspart of the contract, to include Utility Structure Notes and utilitydetails. See Plans Preparation Manual (PPM) Chapter 460.
325PC-36.19 Landscape PlanPlans that are developed by the Region Landscape Office. IncludesQtabs and details. See Plans Preparation Manual (PPM) Chapters460 and 750.
326PC-36.20 Interchange Contours Plansheets showing the contour grading of interchanges. See PlansPreparation Manual (PPM) Chapter 460.
327PC-36.21 Paving Plans Plans that show total roadway widths to be paved, including Qtabsand details. See Plans Preparation Manual (PPM) Chapter 460.
328PC-36.22 Pavement Marking PlansPlans that show the type and location of pavement markings for theproject, including Qtabs and details. See Plans Preparation Manual(PPM) Chapter 460.
330PC-36.24 Illumination Plan Plans that show street lighting, including Qtabs and details. SeePlans Preparation Manual (PPM) Chapter 460.
331PC-36.25 Traffic Signal Plans Plans developed by the Region or HQ Traffic Office, includingdetails. See Plans Preparation Manual (PPM) Chapter 460.
333PC-36.27 Signing Plans Plan sheets developed in accordance with Plans Preparation Manual(PPM) Chapter 460. Includes sign specification sheets and details.
334PC-36.28 Bridge Plan Bridge plans are prepared by the Headquarters Bridge & StructuresOffice, see Plans Preparation Manual (PPM) Chapter 460.
336PC-36.30 Sign Structure Plans These plans show the details for overhead sign structures. SeePlans Preparation Manual (PPM) Chapter 460.
338PC-36.32 Traffic Control Plans These are site specific work zone traffic control plans, see PlansPreparation Manual (PPM) Chapter 460.
340PC-37 Contract SpecificationsDevelopment
Development of Contract Provisions. See PlansPreparation Manual (PPM).
341PC-37.01 Contract SpecificationsDevelopment of Contract Provisions, Amendments, General SpecialProvisions, and appendices. See Plans Preparation Manual (PPM)Division 6.
342PC-37.02 Summary of Geotechnical Conditions HQ Geotechnical and/or Region Materials prepares summary ofgeotechnical conditions for inclusion into the PS&E as Appendix B.
343PC-38 Construction EstimateDevelopment
Development of Contract Estimates for costs and time.See Plans Preparation Manual (PPM).
344PC-38.01 Engineer's Cost Estimate ofConstruction
An estimate used to initiate funds for the construction activity and toevaluate the contractor's bids, see Plans Preparation Manual (PPM)Division 8.
345PC-38.02 Lump Sum Breakout Calculations for determining estimate of Lump Sum items.
346PC-38.03 Working Day Estimate Contract time determined in accordance with Plans PreparationManual (PPM) Appendix A6
347PC-39 Construction PermitsDevelopment and documentation of permits from otherpublic agencies for work to be done outside of WSDOTright of way and within other public agency right of way.
09/15/05 Page # 10 of 12
US 101 Cooper Point Road Interchange WBS (Scope)
348PC-39.01 Construction Permits Construction Permits accommodate WSDOT activities on publicowned right of way. See Design Manual, Section 1410.04.
351PC-40 Constructability Reviews
To develop a quality project, WSDOT uses a series ofreviews at predetermined stages of project development.These reviews, called constructability reviews, attempt toensure that: project development process is on schedule;project definition and estimates are correct; project isbuildable; project is maintainable; and project documentsare biddable.
352PC-40.01 Scoping Phase Review (PDR) Scoping Phase Review
353PC-40.02 0% Constructability Review Transitional / Design Re-Start Review
354PC-40.03 30% Constructability Review Geometric Review
355PC-40.04 60% Constructability Review General Plans Review
356PC-40.05 90% Constructability Review Contract Plans Review
357PC-41 PS&E ReviewsPlans Specifications & Estimate (PS&E) Reviews. Checkfor completeness and compatibility between the Plans,Specifications and Estimate.
358PC-41.01 Local Agency Review
A check of the plans, specification and estimate by a localgovernmental or non-governmental agency or tribal nation to ensurecompliance with established agreements or memorandum ofunderstandings.
359PC-41.02 Region PS&E Review Region Project Office submits PS&E package to Region for review.
362PC-41.05 HQ PS&E Review Region forwards PS&E package to Headquarters for review.
363PC-41.06 FHWA PS&E Review Headquarters forwards PS&E package to FHWA for review.
366PC-41.09 Final Signed PS&E to Region MILESTONE - Project Manager returns stamped and signed ADready PS&E package to the Region.
367PC-41.10 Ad Package to HeadquartersMILESTONE - Final PS&E to HQ with all appropriate attachments asrequired on the Final Check Sheet, five(5) days prior to thescheduled Ad date.
374PC-43 Contract Ad & Award Advertisement and award of construction contracts. SeeAd and Award Manual.
375PC-43.01 Construction Funding ApprovalMILESTONE - Official approval from HQ Program Management andFHWA (if federal funds are used) to move ahead with theadvertisement of the construction phase of a project
376PC-43.02 Printing Reproduction and distribution of plans, specifications, and bidproposal package. Contact HQ Printing Services for information.
377PC-43.03 Project Geotechnical DocumentationPackage
Printing of pertinent geotechnical reports for sale to prospectivebidders. Prepared by HQ Geotechnical and/or Region Materials andprinted by HQ Printing Services.
378PC-43.04 Advertisement (AD Date)MAJOR MILESTONE - Date the project is first advertised for bid.
(Note: For Design-Build, this is reported as the RFP date)"
379PC-43.05 Addendum Deadline MILESTONE - Date addenda are due in headquarters. 14 calendardays prior to the scheduled bid opening.
380PC-43.06 Bid Opening
MAJOR MILESTONE - Public opening and reading of sealed bids
(Note: For Design-Build projects, this is reported as the selectiondate)"
09/15/05 Page # 11 of 12
US 101 Cooper Point Road Interchange WBS (Scope)
381PC-43.07 Award
MAJOR MILESTONE - Official notice of award of the contract to thesuccessful bidder.
(For Design-Build projects, this is reported as the Contract Awarddate)"
382PC-44 Construction Milestones
Project Control and Reporting milestones forConstruction phase of the project. Estimates here are forthe Preconstruction phase and will be revised/updatedwhen project is in construction phase.
383PC-44.01 Contract Execution
MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when the Department signs the actualcontract with the contractor. This typically occurs within 21 daysfollowing contract award. See 1-03.3 of the Standard Specificationsfor further detail.
(Note: For Design-Build projects, this is reported as the Notice toProceed date)"
384PC-44.02 Construction Start
MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when work actually starts on building theproject and activity might be seen on the site. The first day that canbe charged against the contract. This day is usually the 10thcalendar day following execution but is also sometimes changed bySpecial Provision. See 1-08.5 and contract special provisions forfurther details.
385PC-44.03 Operationally Complete
MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when the intended end user (the public inthe case of facilities such as highways and ferry terminals, WSDOTemployees in the case of facilities) has free and unobstructed use ofthe facility. In some cases, the facility will be open, but minor workitems may remain to be completed. See 1-01.3 of the StandardSpecifications for further details (Substantial Completion).
386PC-44.04 Final Contract Completion
MAJOR MILESTONE - Project Control & Reporting (PC&R)Milestone. This is the date when the contract is finalized. Allcontractual work will have been completed and all payments tocontractors will have been completed. After all contractualobligations have been fulfilled, the Department accepts the contractas complete by signature of the Secretary on the Final ContractVoucher Certification. See 1-01.3 and 1-05.12 of the StandardSpecifications for further detail.
09/15/05 Page # 12 of 12
US 101 Cooper Point Road Interchange Summary Schedule
Task # WBS Code Task Name Duration ScheduleStart
ScheduleFinish
1PC PreConstruction US 101 Cooper Pt. RoadInterchange 978d 08/01/05 06/23/09
2PC-02 Project Summary 36w 08/01/05 04/19/06
8PC-01 Preliminary Estimates & Schedules 20d 04/20/06 05/17/06
6PC-02.04 Project Summary Region Approval 0d 05/17/06 05/17/06
7PC-02.05 Project Definition Complete 0d 06/01/06 06/01/06
11PC-06 Project Funding Approved 0d 07/05/06 07/05/06
12PC-07 Begin Preliminary Engineering 0d 07/05/06 07/05/06
13PC-09 Project Management 300d 07/06/06 09/13/07
17PC-11 Public and Agency Involvement 290d 07/25/06 09/18/07
19PC-26 Partnerships 290d 07/06/06 08/29/07
22PC-12 Project Data 59d 07/06/06 09/27/06
31PC-24 Roadway Design 65d 07/06/06 10/05/06
41PC-31 Traffic Design 54d 08/21/06 11/03/06
55PC-33 Work Zone Traffic Control (WZTC) 20d 11/06/06 12/06/06
59PC-28 Right of Way (R/W) Engineering 125d 01/04/07 07/02/07
64PC-25 Hydraulics 145d 08/07/06 03/07/07
67PC-32 Utilities 65d 09/11/06 12/13/06
72PC-30 Roadside Restoration 45d 03/08/07 05/09/07
75PC-20 Materials (Roadway) 30d 10/06/06 11/17/06
78PC-21 Geotechnical Evaluations 44d 08/28/06 10/27/06
83PC-22 Structural Site Data 20d 10/06/06 11/02/06
86PC-23 Structure Design 130d 11/03/06 05/14/07
94PC-18 Environmental Documentation 111d 08/14/06 01/24/07
95PC-18.01 Endangered Species Act Compliance 0d 10/20/06 10/20/06
100PC-18.02.02 NEPA Documented C.E. (ECS) 0d 12/22/06 12/22/06
101PC-18.02.08 SEPA Checklist/DNS 0d 01/24/07 01/24/07
105PC-18.18 Environmental Documentation Complete 0d 01/24/07 01/24/07
106PC-34 Design Documentation 143d 07/06/06 01/31/07
111PC-34.05 Design Approved 0d 01/31/07 01/31/07
112PC-36 Contract Plan Sheets Preparation 173d 07/21/06 03/30/07
137PC-37 Contract Specifications Development 96d 11/08/06 03/30/07
140PC-38 Construction Estimate Development 59d 01/05/07 03/30/07
144PC-19 Environmental Permits 116d 10/11/06 03/30/07
157PC-39 Construction Permits 33d 01/24/07 03/12/07
159PC-40 Constructability Reviews 42d 01/31/07 03/30/07
165PC-41 PS&E Reviews 49d 03/30/07 06/07/07
172PC-43 Contract Ad & Award 13d 06/07/07 06/25/07
176PC-43.04 Advertisement (AD Date) 0d 07/02/07 07/02/07
178PC-43.06 Bid Opening 0d 08/15/07 08/15/07
179PC-43.07 Award 0d 08/29/07 08/29/07
180PC-44 Construction Milestones 411d 11/01/07 06/23/09
181PC-44.01 Contract Execution 0d 11/01/07 11/01/07
182PC-44.02 Construction Start 0d 11/16/07 11/16/07
183PC-44.03 Operationally Complete 0d 04/13/09 04/13/09
184PC-44.04 Final Contract Completion 0d 06/23/09 06/23/09
Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q42005 2006 2007 2008 2009
09/15/05 Page # 1 of 1
Budget 2005-2007 US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57 Project Manager: Joe Smith
July 19, 2006
Aug
.
$30
Oct
.
$0 Aug
.
$378
Oct
.
$0
July
$30
Sept
.
$5 July
$348
Sept
.
678
June
$30
Aug
.
$5 June
$318
Aug
.
$673
May
$30
July
$10
May
$288
July
$668
Apr
il
$30
June
$25
Apr
il
$258
June
$658
Mar
.
$30
May
$20
Mar
.
$228
May
$633
Feb.
$30
Apr
il
$20
Feb.
$198
Apr
il
$613
Jan.
$30
Mar
.
$25
Jan.
$168
Mar
.
$593
Dec
.
$30
Feb.
$35
Dec
.
$138
Feb.
$568
Nov
.
$30
Jan.
$35
Nov
.
$108
Jan.
$533
Oct
.
$30
Dec
.
$30
Oct
.
$78
Dec
.
$498
Sept
.
$30
Nov
.
$30
Sept
.
$48
Nov
.
$468
Aug
.
$15
Oct
.
$30
Aug
.
$18
Oct
.
$438
July
$3 Sept
.
$30
July
$3 Sept
.
$408
2007
2005
2006
Estimat
ed P
E Co
sts
($ in
1,0
00's
)
2005
2006
200720
06
Estimat
ed P
E Co
sts
(Cum
ulat
ive)
2006
Budget Page 1/1
PROJECT RISK MANAGEMENT PLAN
Project TitleProject PIN #Date 25-Sep-05Project Mngr Joe Smith Telephone Number (xxx) xxx-xxxx
Status ID #Date Identified Project Phase
Functional Assignment Threat/Opportunity Event SMART Column Risk Trigger Type Probability Impact Strategy
Response Actions including advantages and disadvantages
Affected Project Activity
Responsibilty (Task Manager)
Status Interval or Milestone Check
Date, Status and Review Comments
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (13) (14) (15) (16) (17) (18)
VH X
H
M
L
VL VL L M H VH
VH X
H
M
L
VL VL L M H VH
VH
H
M
L
VL VL L M H VH
VH
H
M
L
VL VL L M H VH
VH
H
M
L
VL VL L M H VH
VH
H
M
L
VL VL L M H VH
VH
H
M
L
VL VL L M H VH
Prio
rity
1
2
9/25/2005
Design/PS&E
Design/PS&E
PROJECT RISK MANAGEMENT PLAN
OR HydraulicEngineer
Monitoring and TrackingRisk Identification Response StrategyQualitative Analysis
High Many factors will need to be considered. NoneAcceptanceActive
Impact
Prob
abili
ty
AcceptanceOnce the right of way needs have been determined the regional Real Estate office will be contacted.
Joe Smith
Impact
Risk Matrix(12)
Prob
abili
ty
Very High
Cost
Moderate
If there isn't a way to remove the water to the west.
The City of Olympia Hydraulic Engineer proposes to correct a flooding problem on the college campus by designing a tight-lined stormwater conveyance system across US 101 R/W towards Capital Lake.
Location of stormwater system has been determined
The diversion of these flows easterly to outfall at Capital Lake may be physically feasible but the conveyance of these flows is no small issue. The current US 101 stormwater system can not handle the apparent flow rates - 26 cfs.
Depending on which way the water is diverted from the college campus, right oway may be needed for the new stormwater system to be installed.
Cost
Scope
Scope
Very High
Active 2 Additional Right of Way may be needed
1
9/25/2005
Hydraulics
R/W
Prob
abili
ty
Impact
Prob
abili
ty
Impact
Prob
abili
ty
Impact
Prob
abili
ty
Impact
Prob
abili
ty
Impact
US 101, Cooper Point Rd. Interchange
Communication Plan US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57 Project Manager: Joe Smith
July 19, 2006
The communication plan for the project is broken into two sub-areas, Internal and External Communication, and is presented below in tabular form. Both sub-areas acknowledge that the project partners cannot realize their vision nor can the project delivery team attain our mission without a sufficient, timely and accurate flow of information. The items addressed below identify what the item is, who is the primary contact, how the information moves and when it happens. We also recognize that effective communication demands effective listening and viewing project decisions from our customer’s perspective. In order to assure successful delivery of this project, it will be necessary for the project delivery team to accurately inform each other of their needs, updates and timelines. Minutes from meetings listed below will be electronically routed to affected groups as appropriate. External Communication Timely and meaningful exchange of information external to the project team is critical to secure a positive commitment from stakeholders and the general public. As indicated in the table, that flow may be written or oral, formal or informal. WHAT WHO HOW WHEN
With Stakeholders Identify stakeholders Assigned
team member
A stakeholder list will be created and updated
See Project Schedule
Conduct local agency briefings
Assigned team
member
Agency briefings will be conducted as needed
As appropriate
What future work is anticipated or planned by local agencies?
Obtain info. from WSDOT Local programs
As appropriate
With the Public Public Involvement (PI) A documented PI plan As needed Project website A website has been
established for the project On-Going
WSDOT contact with public
Region PI officer releases media info. via press
releases, etc.…
As appropriate
Communication Plan Page 1/2
Internal Communication Effective internal communication is open, honest, continuous and efficient. The table below addresses communication between and among the teams as well as communication protocols. WHAT WHO HOW WHEN Communicate project progress to senior management)
Project Manager
As requested As appropriate
Communication among all teams.
Distribute & maintain schedule Base Schedule Oct. 15, 2005
Post and maintain as read-only on Region Servers
Ongoing Updates
Create an organizational chart that identifies Team Structure
Team Leader An organizational chart will be completed
Oct. 15, 2005
Set guidelines Clarify chain of command guidelines with other agencies
Functional managers provide
guidance
Questions are handled on a case by case basis by each
manager
As needed
Set protocols Functional managers provide
guidance
Questions are handled on a case by case basis by each
manager
As needed
Team member Communication How do design teams & resource agencies communicate?
Phone/email as appropriate
As appropriate
Communication between P/M Team and Production Team
Define internal (WSDOT) communication roles and responsibilities
Project Delivery Team members
Defined in work plan and the Org. chart
Oct. 15, 2005
Facilitate distribution of information on other relevant agency projects to all production team members
Information on other projects will be shared via
email/campus mail
As appropriate
Communication Plan Page 2/2
Change Management Plan US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57 Project Manager: Joe Smith
July 19, 2006
During the life of the US 101, Cooper Point Road Interchange Improvement project changes to the project scope, schedule, and resources may occur. The sources of these changes may be internal or external initiated by the customers. External changes can also result from other stakeholders, availability of resources, changes in technologies, etc. Whether the effects of changes are positive or negative, managing change is an important factor for success. Managing change will require planning, discipline, and communication among the project team, customers and stakeholders. As the Change Management Plan is executed, the following should occur: Improved relationship with customers, improved financial performance, reduced project delays, better project teamwork, and improved management of project quality. The following defines the plan this team will use to manage change. Types of Change that can be anticipated on this project: Scope creep Staff changes Schedule change Change in deliverables Technical change Process/Policy change Resources/Technologies/Materials changes
Step-by-Step Process to Manage Change Use these steps, and sub-steps, as determined for the specific change proposed/encountered. 1 Identify source and nature of the change
• Determine the type of change (work plan, schedule, technical, etc.) • Determine the potential impact and process (formal/informal) • Document origin of change (who initiated it, what precipitated it) • Identify potentially effected customers and suppliers • Identify who should lead the analysis/rest of process • Communicate potential to rest of team as needed
Change Management Plan Page 1/3
2 Analyze the effects of the change
• How does it relate to purpose/mission? • Compare change against the current process • Quantify the change (how much, how long, how much risk) • Cause-effect analysis • Brainstorm, analyze, and prioritize strategies • Identify impacts against agreed upon requirements • Access profound knowledge
3 Develop a response/action plan strategy • Document analysis into proposal form • Identify customers/stakeholders/level of authority for endorsement • Plan steps for presentation by answering these questions: What needs to be done, who will do it, and by when? How will quality and customer service be ensured? What will be the effects on other project tasks? How will the team communicate with the other stakeholders?
4 Communicate strategy & gain endorsement • Schedule meeting(s) • Send letter/documentation package • Gain endorsement and/or feedback • Adjust strategy as needed and update database
5 Implement change plan and monitor the effects • Identify responsibilities and timelines for carrying out • Revise the work plan • Monitor and evaluate implementation
Change Management Plan Page 2/3
Develop and Apply a Change Management Record The Change Management Record is a tool to be used to document, track, and measure the impact of change management on critical project factors. Use of this Change Management Record will be considered mandatory, and will include the following information: Description of Change Decision Description
Type of Change Decision Impact Discussion (quantity/quality)
Origin of Change Who “helped” develop response
Lead Manager Related Project Names
Analyst Location
Customer(s) Contacted Cost Change estimate
Time Change Estimate Decision Made Date
Decision Made By Justification Description
Change Management Plan Page 3/3
Quality Control and Quality Assurance Plan US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57 Project Manager: Joe Smith
July 19, 2006 Project WBS work elements were reviewed and the following ones identified for applicable standards for each product, process, service, and deliverable. Quality Control Plan Items Reviewers will be identified and assigned The project will be executed in accordance with applicable WSDOT Manuals. Communication with team members (may lead to decision documents) Reviews to be scheduled
o Monthly status and quarterly reviews will be communicated. o Plans will be reviewed to establish consistency in the documentation prior
to Ad. o Scope, Schedule, and Budget will be reviewed periodically for progress. o Quarterly review o Status reviews o Milestone reviews o Deliverable reviews o Customer feedback o Process reviews
Quality Control Matrix Items
QA/QC item Lead Checked ApprovedStandard(s) or
References Date
scheduledDate
executedIdentification & Assignment Meeting
Joe Smith Yes N/A 10/12/05 10/12/05
Gather as-built information and drawings for smooth and consistent transitions
Mary Jane Yes N/A 10/13/05 10/013/05
Field visits to verify as-built All Yes N/A 10/14/05 10/14/05 Existing utilities located on site and on plan
Jim Beam 11/01/05
Value Engineering and CEVP as appropriate.
Joe Smith DM ch. 315 12/02/05
Design will be reviewed and approved prior to the completion of the PS&E package
Joe Smith DM ch. 330 04/01/06
Constructability review 1 Joe 02/02/06 Constructability review 2 Maintenance review Dick Yes N/A 10/14/05 10/14/05 Management review
QA/QC Plan Page 1/2
QA/QC item Lead Checked ApprovedStandard(s) or
References Date
scheduledDate
executedPS&E package review (Approval prior to Advertisement) Signature block on all plans will have a Executive Order 10.10 (Stamping of a Professional Document) will be implemented.
QA/QC Plan Page 2/2
Transition & Closure Plan US 101, Cooper Point Rd. Interchange
MP 366.26 to 366.57 Project Manager: Joe Smith
July 19, 2006
Optimal success for this project – realization of the project purpose - requires delivery of a quality product resulting in satisfied customers and conducting a deliberate closure – including an effective “hand-off” to the subsequent phase (construction) and team. Key parts of the closure plan are: 1 Transition Points
This project will be transferred to the Project Construction Office at the completion of the PS&E. The major milestones that will be accomplished are Environmental Documentation Complete, Right of Way Certification, Advertisement (Ad Date).
2 Acceptance of Work
The work will be accepted after all formal reviews are complete.
3 Demobilize staff and resources.
The next project for the Design team will be identified one-month prior to the Ad Date for this project. Team members will transition to the new project as their individual tasks are completed.
4 Close technical elements of the project All of the activities, steps and requirements for demobilizing, returning or terminating facilities, equipment and services will be complete.
5 Project closure meeting of WSDOT’s design and management team • Expectations
• Lessons learned from this project - Based on the requirements of the WSDOT Lessons Learned process, establish specific project team activities and responsibilities for identifying, documenting, reporting and compiling Lessons Learned during the course of the project and, as each transition point is reached, compiling and reporting the complete Lessons Learned file for the appropriate area or phase of the work.
6 Evaluate, reward and recognize team members. Review requirements and policies regarding rewards and recognition with Region/Organization Management.
Based on the work, the conditions under which it will be performed, and the roles, responsibilities and performance expectations of team members, identify “target”
Transition & Closure Plan Page 1/2
performance metrics in key areas that are critical to project success. Develop a budget around the appropriate awards and targets.
7 Archive project material
• What – Review current archiving requirements with Region/Organization Management and administrators and determine the specific Archiving requirements for the project.
• How – Develop specific instructions for the Project Team on Record-keeping, Document Management and Preparation for Archiving during the course of the project. Include instructions for maintaining files, sequestering original documents, dates and project information on documents, copying documents, and the maintenance of document logs.
Based on Transition events, develop file structures that provide the capability of preparing the appropriate files for archiving as each transition event is achieved.
Transition & Closure Plan Page 2/2
Endorse the Plan Project Team Commitment
US 101, Cooper Point Rd. Interchange MP 366.26 to 366.57
Project Manager: Joe Smith September 24, 2005
Work Plan Endorsement Statement
By committing to this Work Plan the Project Team Members and Specialty Groups agree to undertake the duties, responsibilities and directives per Executive Order E 1xxx.00 Draft dated July xx, 2005. “We endorse this Work Plan and are committed to actively supporting it. We accept responsibility for fulfilling any aspect of the plan that applies to us, including providing resources, actively participating, and effectively communicating. We know what to do and are prepared to act. Our endorsement is an active and positive statement that we are committed to fulfilling the responsibilities designated in this plan.” Name: Initials Role
John Wayne_______________ ____________ Project Engineer
Henry Fonda ______________ ____________ Assistant Project Engineer
Joe Smith_________________ ____________ Design Squad Team Leader
Kirk Douglas______________ ____________ Traffic Analysis Design Engineer
James Stewart _____________ ____________ Environmental Coordinator
Richard Widmark __________ ____________ Real Estate Services Representative
Lee Marvin _______________ ____________ Bridge Design Representative
Mary Jane ________________ ____________ Design Team Member
Jim Beam ________________ ____________ Design Team Member
_________________________ ____________ Design Team Member
Endorse the Plan: Project Team Commitment Page 1/1
Endorse the Plan Management Endorsement
US 101, Cooper Point Rd. Interchange MP 366.26 to 366.57
Project Manager: Joe Smith September 24, 2005
Work Plan Endorsement Statement
By endorsing to this Work Plan the Executives and Senior Managers agree to undertake the duties, responsibilities and directives per Executive Order E 1xxx.00 Draft dated July xx, 2005. “We endorse this Work Plan and are committed to actively supporting it. We accept responsibility for fulfilling any aspect of the plan that applies to us, including providing resources, actively participating, and effectively communicating. We know what to do and are prepared to act. Our endorsement is an active and positive statement that we are committed to fulfilling the responsibilities designated in this plan.” Name: Initials Role
Yul Brenner_______________ ____________ Olympic Regional Administrator
Steve McQueen____________ ____________ Olympic Region Project Development Engineer
Horst Buchholz ____________ ____________ Olympic Region Program Manager
Charles Bronson ___________ ____________ Olympic Region Construction Engineer
Robert Vaughn ____________ ____________ Olympic Region Maintenance Engineer
James Coburn _____________ ____________ City of Olympia, Transportation Manager
Brad Dexter_______________ ____________ City of Tumwater, Director of Public Works
Endorse the Plan: Management Endorsement Page 1/1