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Developing Scope of Work & Developing Scope of Work & Schedules:Schedules:
Recommendations for Information Recommendations for Information Gathering & Decision-makingGathering & Decision-making
Gary Farnsworth, Area-Tech Center Manager, Region 4
References References OPD reference materials (Dave Lutz, Kelly Retzman) http://www.oregon.gov/ODOT/HWY/OPD/
Operational Notices:02, Project Development Decision Structure
03, Access Management in Projects
12, Communication Plans
14, Project Delivery Method (In-source/Outsource)
Day 3 & 4: ODOT Project Delivery Academy (Scoping & PD-02 Sessions)
ODOT Projects get Lots of ODOT Projects get Lots of Interest:Interest:Safety, Mobility, Access, Convenience
Reliability, PredictabilityMarkets: Economy, Recreation, EmergenciesConstructability, MaintainabilityQuality, Value, Financing, Stewardship, AccountabilitySchedules, Commitments, Performance MeasuresInnovation, Efficiency, Technical ExpertiseWorkforce – Jobs, Satisfaction, Health, DiversityEnvironment / Natural Resources / RegulationsCommunity / Social Values / Livability / AestheticsElection Cycles, Public Image, CommunicationFinancing
Many are Interested:Many are Interested:Operations & Maintenance StaffConstruction Staff / IndustryTechnical ExpertsODOT Motor Carriers / Rail / Development / Etc.Planning, Program ManagersOther State & Federal Partners / Decision-makers / LegislatorsFreight Industry, Emergency ServicesOTC, Cities, Counties, other jurisdictionsAffected Property / Business ownersMediaTraveling Public, visitors, special interest, etc.
What’s a Good Scope of What’s a Good Scope of Work?Work?How do we balance among all those
interested and all of their often competing interests?
How do we outline a plan to do the “Right Project” the “Right Way”?
How do we define “Teamwork”?
How do we gain budget / schedule / task buy-in, and minimize the risks?
How do we align with the funding “strings”?
Have a good Work Plan?Have a good Work Plan?Who’s on the initial team, who’s in charge, who makes decisions?
Who’s on the initial list of stakeholders?
What public/stakeholder involvement needs to be done during scoping?
What Traffic and Ground data is needed?
Is an Environmental Baseline Report needed?
Is R/W, Access, and Utility recon needed?
What other background data is needed?
How and when will the Recommendations be made, Deliverables be completed?
Start with a Public Start with a Public Involvement PlanInvolvement Plan
Describe as many stakeholders as possible
Find Leadership and Influence
Identify what information they need to have for meaningful input
Identify what information is needed from them to help us (e.g., other stakeholders)
Identify techniques for information exchange
Schedule the activities, staff, and other resources
Techniques: Who’s Techniques: Who’s Problem is it?Problem is it?
Absolutely must talk to the source (e.g., District Manager)
Completely draw out their perspective on the issue they’ve raised
Sure, let them talk about solutions if they’d like
Ask them about anyone they know of who might have further insight, data, or interest
Facts are important, but don’t rely on written narratives
Techniques: Bring Them Techniques: Bring Them TogetherTogether
Turn competing interests into opportunities
Dialogue allows learning, empathy, and shared ownership
Technical staff/team members are stakeholders
Expand the team (with those opposed?)
Begin establishing roles & relationships for life of the project
Stakeholder Stakeholder OpportunitiesOpportunities
Vision, Purpose & Need, Goals & Objectives!!!!
Help on recommending how project decisions should be made. Opportunity to build consensus along the way?
Learn about and/or avoid potential “deal-killers”
Build trust, while gaining broader perspective on Problem and Solutions
Help on Developing Public Involvement Plan recommendations for life of the Project
Learn about other Stakeholders / Contacts
Develop the Project Schedule focused on the Public Involvement Plan (tasks & milestones)
Developing Developing RecommendationsRecommendations
Can Recommendations by directly tied to specific Stakeholder Needs?
Refined Vision, Purpose & Need, Goals & Objectives?
Preferred Alternative, or Range of Alternatives, or Evaluation Framework / Criteria, or Next Steps for decision-making?
Performance Measures?
What are the key decision-making points in the process, and who needs to have input or be informed?
Who should make recommendations, who should make the decisions?
Developing Developing RecommendationsRecommendations
Other Change Mgt / Decision-making tools?
Steering Team? Project Team? Delivery Method(s)?
Communication Plan? Stakeholder Groups?
Environmental Classification / Requirements?
Access Management Strategy (Risks)?
Agreements?
Budget (Cradle to Grave, Risks)?
Schedule (Stakeholder & Budget based)?
Political Risks & Opportunities?
Media Risks & Opportunities?
Developing Developing Recommendations Recommendations
Material Source Issues?
Aesthetics / Roadside Development?
Value Engineering / Safety Audits / Construction Industry Input?
Construction Traffic Management & Staging Decisions, Constructability Reviews?
Freight Mobility?
Land Use Requirements?
R/W, Railroads, Utilities (Risks)?
Baselines & Expectations for QC/QA?
Developing Developing Recommendations?Recommendations?
What if we cannot reach a Preferred Alternative? Scope of Work is:
All perspectives of Vision, Purpose, Need
Criteria
Alternatives Evaluated or yet to be Evaluated
Work Completed
Decision-making Gaps
Next Steps (schedule, budget, resources, techniques, etc.)
Developing Developing Recommendations?Recommendations?What is Technical Design Criteria?
Attempt to Balance All Interests?
Why use Best Practices and Standards? (Production Efficiency, Minimizing Errors, Clear Communication to Builders / Regulators)
Design Speed, Traffic LOS, Design Vehicle?
Technical Expertise/Engineering = Innovation & Creativity?
Do we trade off Safety? Safety vs Liability?
Applying Travel Forecasts? Other Standards?
Project In-sourcing v Project In-sourcing v Outsourcing?Outsourcing?
Availability of In-House Staff
Budget impacts
Type of Project (specialized expertise may be required)
Geographic proximity for efficiencies, bundling, etc.
Schedule timing
Evaluation consultant contract type / phasing
Intergovernmental Agreements implications (e.g., TARO)
Construction timeline expectations
Political/Environmental climate