Utah’s Environmental Document Quality

Improvement Group

ACEC-Utah Chapter, FHWA-Utah Division, Utah DOT Partnerships and Strategies

Presenter: Carlos Braceras, UDOT Deputy Executive Director

AASHTO-ACEC-FHWA Workshop, June 8, 2004

Vision:

Quality Environmental Documents

Today’s Situation – Recognizing the Challenge and the Need

Today’s Situation – Recognizing the Challenge and the Need The performance standard for

environmental documents prepared several years ago is not the same today.

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1890 1900 1910 1920 1930 1940 1950 1960 1970 1980 1990 2000 2010

RHAAAA

MBTA FWCA

HSBAA

FIFRA

CAA

AHPA

LWCF

CAA

WA CRASWDA

HBA

NHPA

4(f)FAHA

FAHAFAHA

CAA

WSRA

EAA

NEPA

RRA

URA

WBA

CWA

CZMA

ESA

SDWA

FNWA

MSFCMA

RCRA

CWA

EO11990

EO11998

ARPA

CERCLA

ANILCA

LAA

FPPA

CBRA

HSWA

SDWA

EWRA

CWA

URA

STURAA

STURAA

NAGPRA

CZARA

ADA

CAA

ISTEA

SNRTA

EO12898

EO13007SDWA

EO13061EO13089

TEA-21

EO13112

EO13148

EO13186

CAA

Federal Environmental Legislation and Executive Orders Affecting Transportation

CU

MU

LAT

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NU

MB

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OF

LA

WS

AN

D A

ME

ND

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NT

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YEAR

Study Area Techniques

City Center

Project

Course Module 3 - Initial Scoping

Project AreaPolitical BoundariesCommuteshedHabitat AreaUrbanGrowth BoundaryFinal Study Area Boundary

So how do we meet the challenges for environmental document quality?

Addressing Environmental Documentation Challenges UDOT & ACEC-UT Liaison Committee Establish the Quality Improvement

Team Goals & Objectives Brainstorming Prioritization Team Member Assignments

UDOT-ACEC Liaison Committee Offered an existing collaborative

mechanism Launched the idea for an

Environmental Document Quality Improvement Team

Establishing the Team

UDOT Central Environmental Services

UDOT Region Environmental Representatives

FHWA-Utah Division ACEC- Utah

The Team and AdvisorsACEC FHWA UDOT Advisors

Jim Horrocks,Horrocks Engineers

Jeff Berna Jerry Chaney, Central

Carlos Braceras, UDOT

Vince Izzo, HDR

Sandra Garcia

John Higgins,Region

Wes Bollinger, FHWA

Jon Nepstad, Fehr & Peers

Greg Punske Brent Jensen,Central

Mike Brehm,Utah ACEC

Tom Twedt, Bio-West

Reed Soper,Central

Fred Doehring,UDOT

Rob Wight,Region

Clint Topham,PB

Objectives for Document Quality Improvement Investigate National Issues and Best

Practices Identify Critical Local Issues Identify Potential Fatal Flaws Identify Targets for Success Identify Local Best Practices

Brainstorming

Initial meetings captured and framed issues

Prioritization

About 25 proposed improvements and solutions were ranked and prioritized by the team.

Brainstorming

Ideas

Priorities

High Med. Low

Fundamental Findings – the High Priorities Teamwork Technical Expertise Realistic Schedules and Budgets Specific QC/QA Process and

Procedures

Coordination

Roles & Responsibilities

TeamworkPartnering

Commitment

Communication

Solutions

Local Government Manual of Instruction

Challenge: Local governmental entities are sometimes unclear on UDOT and NEPA requirements and time frames.

Solution: Developed the environmental chapter for the Local Government Manual of Instruction.

Summary of Comments & Responses

Challenge: Problems have been experienced in tracking comments and responses in the environmental study phase.

Solution: Develop a standard comment and response process.

Development of an EA Guidance Manual

Challenge: The current guidance (FHWA T6640.8A) for the development of EAs is outdated and does not address many new requirements.

Solution: Develop a guidance manual for EAs that includes all current issues, applicable Executive Orders and requirements

Determining Realistic Schedules for EAs and EISs

Challenge: Schedules for environmental studies are often critical path activities.

Determining Realistic Schedules for EAs and EISs

Solution: Develop a CPM schedule template for EAs and EISs to assist in predicting time frames.

Identify all tasks Identify all tasks

Determine dependency Determine dependency of tasks of tasks

Identify key milestonesIdentify key milestones

Build in review timeBuild in review time

Allow time for re-Allow time for re-submittalssubmittals

Estimate task durationEstimate task duration

Separate out EAs and EISs from the Design/Construction Phase Challenge: Complex environmental

documents (EAs and EISs) were prepared in the design phase and often impacted the overall project schedule.

Solution: Prepare EAs and EISs in the concept phase of projects, independent of the design phase.

Early reviews with FHWA at milestone points

Challenge: Early coordination is vital in order to maintain project schedules.

Solution: Hold meetings at critical milestone points to consult with lead agencies on proposed methodologies and impacts analysis techniques.

Milestone Review Checklist:

Purpose and Need

Alternatives

Environmental Consequences

Description of Roles and Responsibilities

Challenge: Roles and responsibilities of DOT environmental staff are not always clear.

Solution: A Quality Improvement Team was formed that studied the variety of activities performed by environmental staff and best ways to increase efficiencies.

Process outline for QC/QA reviews

Challenge: The quality of some environmental documents submitted for review is lacking.

Solution: Develop a list of process activities and milestone points when quality control and quality assurance should take place.

Process outline for QC/QA Reviews

Summary of Quality Improvement Solutions to Date

Local Government Manual of Instruction Summary of comments & responses Development of an EA Guidance Manual Determining realistic schedules for EAs and EISs Separate out EAs and EISs from the Design Phase Early reviews with FHWA at milestone points Description of roles and responsibilities Process outline for QC/QA reviews

Next Steps: Continue Team Efforts

Complete High Priority Items

Distribute Completed Items: Email Items to Internal & External Customers Provide Description & Information in Monthly

Newsletters

Evaluate Results of Implemented Improvements

Begin Medium Priority Items