Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 1 Process Development and Integration for the Six-Year Program and the Statewide Transportation Improvement Plan Progress Report Department of Systems and Information Engineering and Center for Risk Management of Engineering Systems University of Virginia January 23, 2004

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 2 Preface SYIP/STIP business process spans many divisions and activities across VDOT Immediate need to focus and bound SYIP/STIP business process modeling that is supportive of current FHWA-VDOT initiatives IDEF documentation must provide a basis for action and remedies to current process deficiencies

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 3 Near Term Actions Scope and bound the business process modeling Develop a current list of questions and issues to be addressed by IDEF effort Initiate interviews and other data collection for IDEF modeling Learn from efforts of other states including Utah Initiate in-depth IDEF description Public involvement activities STIP amendment process Other – land use, economic impact analysis etc.

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 4 Task 1 Recommendations for Public Involvement

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 5 Public Hearing Schedule * Staunton, Bristol – Not attended

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 6 Mapping the Public Involvement Process Using the joint process review by FHWA, FTA, VDOT, and VDRPT entitled Development and Financial Constraint of Virginia’s STIP, the processes central to public involvement are identified –November 2002 Each road system has a differing process of public involvement –Tentative SYP Program –Secondary Roads –Urban Programs –MPO Planning –STIP Development Process

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 7 STIP Development Process Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 8 Tentative Program Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 9 Secondary Roads Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 10 Urban Programs Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 11 MPO Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 12 Task 2 BPWin Process Model of SYIP and STIP Development

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

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 14 STIP Development Process: IDEF0 View

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

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 16 Revenue Forecasts: IDEF0 View

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 17 Data needs for IDEF0 Activities Objective Title of responsible department/s Inputs Control Mechanism Key Decisions Impacted Activities Estimated Duration

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 18 LETTERS OF INTENT DUE TO MPOS ACTIVITY # MPO 1 Oct 20 to Dec 10 RESPONSIBILITY: MPO TIP Coordinators DESCRIPTION: The MPO sends notices to all communities and transportation agencies in the its region requesting potential sponsors to submit projects for the consideration for Surface Transportation Program funds or Congestion Mitigation/Air Quality Program funds available in the MPO region. The letter of intent submitted by the sponsoring agency should be signed by the Mayor, Commissioner, or executive director of the sponsoring agency or by his or her designee. Projects to be considered will need to meet the eligibility criteria for the federal programs, be sponsored by a public agency, and incorporate congestion management strategies, as appropriate. PRODUCT: Letters of Intent for a perspective project to receive STP or CMAQ federal funding. DISTRIBUTION: MPO TIP Coordinators Source: STIP and TIP Development Process (2001). In coordination with MPO, UTA, FHWA and Utah DOT

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 19 MPO’s Develop Draft TIP Air Quality MPO’s Adopt Final TIP Demonstrate Conformity Approval of drafted TIP Mechanism: Conformity testing Responsible People: Technical Committee and MPO Responsible people: MPO staff Mechanism: Solicits public involvement in the development of draft TIP Information used to develop MPO statement of priorities for pre-allocation hearing Pre-allocation Hearing

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 20 Draft Program Project Cost Estimates Six Year Budget Mechanism: Allocation of construction and non-construction cost to the draft program based on requirements on Code of Virginia Outputs from Project Cost Estimates as Inputs to Draft Program Mechanism: First cost estimate generated based on 1993 review of award costs of projects statewide. Constantly adjusted to keep up with inflation and business process changes into Preliminary engineering, right-of-way and construction based on historical trends of similar projects. Responsible Persons: VDOT Updating: PPMS

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 21 Agency/CTB Review Pre-allocation Hearings Tentative Program Responsible Persons: CTB Inputs: Priorities developed by citizens and elected officials. Mechanism: Review district-by-district. Financial Planning and Debt Management Division runs the cash forecast. Responsible Persons: Assistant Commissioner of Finance Secretary of Transportation Revisions incorporated into tentative program Output from tentative program: Statewide and District summaries provided to CTB for approval. May result in minor changes. Following approval, document is made available to public via internet for comments. Mechanism: Final figures received from Financial Planning and Debt Management Division and program adjusted as necessary.

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 22 Final Public Hearing CTB Approval of Final Program Mechanism: Hearings held in two locations: Salem (western district) Richmond (eastern district) Output: Final changes made to the tentative program by VDOT management. Final document is prepared for CTB meeting Approved program is posted on the internet. Cash Forecast

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 23 Financial Constraint Demo STIP sent to Federal Agencies MPO develop final TIP Mechanism: Documenting revenues from the various funding categories

Center for Risk Management of Engineering Systems University of Virginia, Charlottesville 24 Discussion