1 Approaches for Integrating Systems Engineering into Your Agency’s Business Practices Presented...

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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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Northern Region Operations(NRO)

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VDOT Operations Regions

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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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NRO’s Planning/Programming Process Ensures Consistency and Traceability

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Systems Engineering V Diagram as Applied to Operations Projects

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VDOT NRO Organization is Mapped to V Diagram

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VDOT NRO Business Process is Mapped to V Diagram

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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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VDOT Rule 940 Checklist Ensuresand Documents That the Process Has Been Followed

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5. Metropolitan Washington, DC Regional 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)


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)


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)


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)


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





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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5. Metropolitan Washington, DC Regional 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

[email protected]

http://www.vdot-itsarch.com/Default.htm

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1 Approaches for Integrating Systems Engineering into Your Agency’s Business Practices Presented...

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