Title: Process%20Development%20and%20Integration%20for%20the%20Six-Year%20Program%20and%20the%20Statewide%20Transportation%20Improvement%20Plan%20%20Progress%20Summary%20James%20H.%20Lambert%20<lambert@virginia.edu>%20(434)%20982-2072%20www.virginia.edu/crmes/stip%20Center%20for%20Risk%20Management%20of
1Process Development and Integration for the
Six-Year Program and the Statewide Transportation
Improvement Plan Progress SummaryJames H.
Lambert ltlambert_at_virginia.edugt (434)
982-2072www.virginia.edu/crmes/stipCenter for
Risk Management of Engineering Systems and
Department of Systems and Information Engineering
University of VirginiaApril 27, 2004 (See
supplement materials that update this progress
report to July 21, 2004)
2Preface
- SYIP/STIP business process spans many divisions
and activities across VDOT - Need to focus and bound SYIP/STIP business
process modeling that is supportive of current
FHWA-VDOT initiatives - IDEF documentation should provide a basis for
action and remedies to current process
deficiencies
3Process Modeling Methodology - IDEF3
- Capture description of a process and the network
of relations that exists between processes - Record the raw data resulting from fact-finding
interviews in systems analysis activities - Document the decision procedures affecting the
states and life-cycle of critical shared data,
particularly manufacturing, engineering, and
maintenance product definition data - Manage data configuration and change control
policy definition - Make system design and design trade-off analysis
4Background IDEF0 Example
5Data Needs for IDEF3
- Activities
- Objective
- Title of responsible department/s
- Inputs
- Control
- Mechanism
- Key decisions
- Impacted activities
- Estimated duration
- Related models/diagrams
6Background IDEF3 Example
Source http//www.idef.com/Downloads/pdf/Idef3_fn
.pdf
7Activity 1 BPWin Process Model of SYIP and
STIP Development
Software Application of IDEF
8IDEF Workbook
9Discussion of Process Models
- Created Several Process Models
- Used IDEF3
- Merged into one large process model
- Some of activities had sub-activities
Above STIP Process Model Left IDEF3
Description
10STIP Development Process Flow Diagram
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
11STIP Development Process IDEF Example - Tree
Diagram View
1
2
12STIP Development Process IDEF Example
Sub-Process View
13Revenue Forecasts Flow Diagram
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
14Revenue Forecasts IDEF Example - Tree Diagram
View
15Other Processes Modeled
- STIP Development Process
- Revenue Forecast
- Highway Maintenance and Operating Fund
- Transportation Trust Fund/Priority Transportation
Fund - Planning and Engineering Estimates
- Drafting of the SYIP
- Tentative Program
- Secondary Roads
- Urban Programs
- MPO Process
16Activity 2Case Study of Public Involvement
17Mapping the Public Involvement Process
- Using the joint process review by FHWA, FTA,
VDOT, and VDRPT entitled Development and
Financial Constraint of Virginias 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
18STIP Development Process
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
19Tentative Program
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
20Secondary Roads
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
21Urban Programs
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
22MPO Planning
Source Development and Financial Constraint of
Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT
Process Review
23Public Involvement Workbook
24Public Involvement Toolkit
A Public Involvement Toolkit should be
implemented for the selection of Public Outreach
techniques.
Minnesotas Public Involvement Toolkit
VTRCs Proposed Toolkit
Source VDOT and VTRC 2003 Phase II Report
25Activity 3Case Study of STIP Amendments
26Tracking of STIP Amendments
- Hundreds of amendments are processed each year to
revise a current project in the STIP or to add a
new project - The amendment process has no documented structure
- We developed an IDEF model and associated
flowchart to document all activities
27Amendment Process Workbook
28Flowchart of Amendment Process
29Progress since Initiation of Contract
- Built hypertext Excel workbook according to IDEF
standard - UVa extended the standard to accommodate
additional graphical types of data that we are
obtaining - Populated the above workbooks with text,
timelines, interview transcripts, organizational
charts with initial focus on public involvement
and amendment activities
30Progress since Initiation of Contract (Cont.)
- Loaded BPWin software (IDEF) to a UVa
workstation, entered sample of data from
hypertext spreadsheet - Interviewed Ben Mannell in Richmond, obtained
STIP timeline and his description of activities - Interviewed Rob Walters at Biotech Center,
obtained his description of certain activities - Interviewed Gene Wells in Richmond, obtained his
description of the STIP amendment process - Attended Ben Mannells training session for VDOT
employees and MPO staff, morning and afternoon
sessions
31Progress since Initiation of Contract (Cont.)
- Made phone interview with Utah DOT staff who
developed process model of interaction with MPOs
on their STIP, learned that they benefited from
negotiated agreement of what activities would be
performed by whom and by what calendar dates - In related activity, met with Chad Tucker (VDOT
staff) et al. in Charlottesville regarding
prioritization system for state highway plan - Interviewed Craig Ahlin, obtained his description
of different controls on STIP amendments
32Progress since Initiation of Contract (Cont.)
- Made phone interview with Deborah Grant.
Discussed the FMIS system and project approval. - Deborah Grant sent templates for the narratives
of the STIP process and forms for the FMIS
system, which have been posted to our website. - Conducted interview with Donald Silies,
Administrator for the Scheduling and Contract
Division with respect to the Advertisement
Schedule. - There are is staff (Dirickson), one graduate
student (Sarda), Prof. Lambert, and three
undergraduate research assistants on the project
since February 1
33Ongoing Future Efforts
- Develop recommendations to improve the current
modeled processes - Continue data collection for IDEF model
- Model more of the STIP/SYIP processes
- Integrate IDEF model with data models of IT
Division
34Project Website (www.virginia.edu/crmes/stip)
Source www.virginia.edu/crmes/stip
35Project Website (www.virginia.edu/crmes/stip)
Source www.virginia.edu/crmes/stip
36Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
- Notes from meeting with BioTech (7-22-04) - RKJ
- DRAFT of the Final Report for this Project
(7-14-04) - RKJ - Transportation Mobility Planning Division STIP
schedule as of June 1, 2004 (Draft) (6-28-04) -
RKJ - STIP Development Process in AllFusion Program
(6-24-04) - RKJ Need CA AllFusion Program to
open document - Ahmet Anday and Amy Costello Interview (6-23-04)
- RKJ - IDEF Worksheet Questions asked during Interviews
(6-14-04) - RKJ - Financial Planning Section from the National
Highway Institute/National Transit Institute
class taught by Jennifer DeBruhl (6-11-04) - RKJ - Programming Section from the National Highway
Institute/National Transit Institute class taught
by Jennifer DeBruhl (6-11-04) - RKJ - Jennifer DeBruhl Interview (6-09-04) - RKJ
- IDEF Worksheet Update - Compilation of Previous
Worksheets (6-04-04) - RKJ Updated 6-25-04 - Success with CA AllFusion- Document describing
SRAs success with the AllFusion Program (6-03-04)
- RKJ - Example of AllFusion Project - Created by
Voluntary Interindustry Commerce Standards
(6-03-04) - RKJ - Information on AllFusion Process Modeler -
(6-03-04) - RKJ - IDEF Worksheet Update - Construction Process -
RTS - 5/6/04 - Craig Ahlin Interview (05-06-04)
- Progress Report Presentation - April 27th meeting
(4-27-04) - SIEDS 2003 - Conference Presentation (4-16-04)
37Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)
- Notes from Deborah Grant Interview - 4/14/04 -
ELI - Deborah Grant Interview - Federal Aid FMIS
(4-13-04) - ELI - Deborah Grant Interview - Right of Way Template
(4-13-04) - ELI - Deborah Grant Interview - Preliminary Engineering
Estimate Template (4-13-04) - ELI - Deborah Grant Interview - Team District
Assignments (4-13-04) - ELI - Deborah Grant Interview - Blank Construction FMIS
Document - (4-13-04) - ELI - Deborah Grant Interview - Blank PE-1 Template -
(4-13-04) - ELI - Deborah Grant Interview - Blank RW-201 Template -
(4/13/04) - ELI - SIEDS 2004 - Conference Poster (4-12-04)
- SIEDS 2004 - Conference Paper (4-12-04)
- Notes from March 24th meeting with VDOT (4-4-04)
- Progress Report Presentation - March 24th meeting
(3-24-04) - Vision for Integrated STIP - Charlie Rasnick
Email Transcript (03-19-04) - Supplementary Emails Explaining the Vision for an
Integrated STIP (03-19-04) - Progress Report, University of Virginia
(02-24-04) - IDEF Worksheet - STIP Process (02-23-04)
- IDEF Worksheet - STIP Process (03-04-04)
- IDEF Worksheet - Amendment Process (02-24-04)
- IDEF Worksheet - Amendment Process (03-09-04)
38Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)
- Progress Report, University of Virginia
(01-23-04) - Progress Report, University of Virginia
(11-19-03) - Revised STIP Proposal (11-18-03)
- Materials from Joint FHWA,VTRC and VDOT meeting
(11-17-03) - STIP Procedures Memorandum of
Agreement - Evaluation of Public Participation in
Virginia, Review by FHWA, 2002 - Public Involvement Techniques for Transportation
Decision-making-1996 (FHWA site) - Assessment of VDOT's Public Involvement Practices
-- Final Report, June 2003 - Materials from STIP Committee Meeting (10-21-03)
- STIP-04 TimeLine
- FY04-06 STIP
- FY04-09 SYIP
- Meeting with Mr. Murali Rao (Current STIP Poster,
Current STIP Sub-Processes, Recommended STIP )
(10-15-2003) - Culpeper Public Hearing Meeting (10-09-2003)
- Six Year Program - Report on Development,
Monitoring, Implementation and Best Practices
(10-07-2003) - STIP - Massachusetts (10-06-2003)
- Lynchburg Public Hearing Meeting (09-30-2003)
- Presentation by James H. Lambert (09-15-2003)
- Changes In Work Plan (07-07-2003)
39Process Development and Integration for the
Six-Year Program and the Statewide
Transportation Improvement ProgramMaterials
(Cont.)
- VDOT Home
- VDOT Organization Chart
- Projects and Plans
- Public Hearings Meetings and Events
- Fall 2003 Hearing Schedule
- SYIP
- SYIP Public Hearings Powerpoint
- SYIP 2004-2009 Report
- SYIP Update Public Hearings Fall 2003
Information - Projects in the SYIP
- STIP
- Citizen's Guide
- STIP Amendment Process Draft Letters (provided
by Gene Wells 03-03-04) 1 2 3 - CAPSTONE Team Readings
- STIP FY-05 Timeline
- STIP and TIP Development Process, Utah DOT -
Coordination with MPO, UTA, FHWA and UDOT,
September 2001 - AllFusion Process Getting Started Guide
- AllFusion Process Modeler Methods
Guide - FAQ on TIP
40Interviews Conducted since Initiation of Contract
- Interviewed Ben Mannell in Richmond, obtained
STIP timeline and his description of activities - Interviewed Rob Walters at Biotech Center,
obtained his description of certain activities - Interviewed Gene Wells in Richmond, obtained his
description of the STIP amendment process - Attended Ben Mannells training session for VDOT
employees and MPO staff, morning and afternoon
sessions - Made phone interview with Utah DOT staff who
developed process model of interaction with MPOs
on their STIP, learned that they benefited from
negotiated agreement of what activities would be
performed by whom and by what calendar dates - In related activity, met with Chad Tucker (VDOT
staff) et al. in Charlottesville regarding
prioritization system for state highway plan - Interviewed Craig Ahlin, obtained his description
of different controls on STIP amendments - Made phone interview with Deborah Grant.
Discussed the FMIS system and project approval. - Conducted interview with Donald Silies,
Administrator for the Scheduling and Contract
Division with respect to the Advertisement
Schedule. - Interviewed Jennifer DeBruhl in Richmond,
obtained her experience with the November 2002
document - Interviewed Ahmet Anday and Amy Costello in
Richmond, obtained their description of the STIP
Environmental Process - Interviewed Michael Hester, obtained his
description of the STIP Environmental Process
41IDEF Worksheet Questions Webpage
- www.virginia.edu/crmes/stip/IDEFform.htm
42IDEF Worksheet Questions Coding
- ltHTMLgt
- ltHEADgt
- ltTITLEgtIDEF Worksheet Questionslt/TITLEgt
- lt/HEADgt
- ltBODYgt
- ltH1gtIDEF Worksheet Questionslt/H1gt
- ltBASE HREF"http//www.virginia.edu/crmes/stip
/"gt - ltpgtThe purpose of this document is to describe
what parameters we need from you about each of
your activities - ltbrgt
- and/or roles that go into the STIP/SYIP
integration. Please - ltbrgt
- complete one of these forms for each of your
activites and/or roles.lt/pgt - ltpgtEach row on the worksheet represents a new
IDEF0 (Integrated Definition for - Function Modeling) activity. ltbrgt
- IDEF0 is the technique that breaks down the
activities or functions of the organization or
system into its - ltbrgt
- component parts. It is a graphical language
that assists in identifying the functions that
are performed, the - ltbrgt
43IDEF Worksheet Questions Coding (Cont.)
- For more information on IDEF please go to lta
href"http//www.idef.org"gtwww.idef.orglt/agtlt/pgt - ltpgtltimg src"idef.gif" width"351"
height"176"gt - ltbrgt
- ltstronggtltfont size"2"gtFigure 1 IDEF0
Description - Description of IDEF0 Format of
Mappinglt/fontgtlt/stronggtlt/pgt - ltpgtThe columns contain the IDEF0 standards as
well as supplementary material. - ltbrgt lthr width"600" align"left"gtltFORM
action"http//www.virginia.edu/crmes/stip/cgi-bin
/uploadform.pl" METHOD"post" enctype"multipart/f
orm-data"gt - ltPgt ltbgtYour namelt/bgt ltfont size"1"gtFirstlt/font
gt - ltINPUT TYPE"text" NAME"firstname" gt
- ltfont size"1" face"Times New Roman, Times,
serif"gtLastlt/fontgt - ltinput type"text" name"lastname"gt
- lt/Pgt
- ltPgt
- ltbgtYour email addresslt/bgt
- ltINPUT TYPE"text" NAME"from" gt
- lt/Pgt
- ltPgt
- ltbgtTitle of your positionlt/bgt
- ltINPUT TYPE"text" NAME"position" gt
- lt/Pgt
44IDEF Worksheet Questions Coding (Cont.)
- ltPgtltbgtField 2 Inputslt/bgt ltbrgt
- ltfont size"2"gtSomething consumed or modified
in the process. (i.e. schedules, costs,
drafts)lt/fontgt ltbrgt - ltTEXTAREA NAME"inputs" WRAP"physical"
ROWS5 COLS70gtlt/TEXTAREAgt - ltbrgt
- ltbrgt
- ltbgtField 3 Controlslt/bgt ltbrgt
- ltfont size"2"gtA constraint on the operation
of the process. Represents the objects that
govern the manner ltbrgt - in which inputs are transformed yet are not
themselves transformed by the activity. Consists
ltbrgt - of legislation, regulations, and policies
related to the system. (i.e. codes,
restrictions)lt/fontgt ltbrgt - ltTEXTAREA NAME"controls" WRAP"physical"
ROWS5 COLS70gtlt/TEXTAREAgt - ltbrgt
- ltbrgt
- ltbgtField 4 Mechanismslt/bgt ltbrgt
- ltfont size"2"gtSomething used to perform the
process, but is not itself consumed. - The elements that accomplish ltbrgt
- the actions of the process, such as people,
manual or automated tools, established procedures
for ltbrgt - holding hearings, etc. (i.e. software
applications, email exchange, etc.)lt/fontgt - ltbrgt
- ltTEXTAREA NAME"mechanisms" WRAP"physical"
ROWS5 COLS70gtlt/TEXTAREAgt
45IDEF Worksheet Questions Coding (Cont.)
- ltTEXTAREA NAME"outputs" WRAP"physical" ROWS5
COLS70gtlt/TEXTAREAgt - ltbrgt
- ltbrgt
- ltbgtField 6 Objectivelt/bgtltbrgt
- ltfont size"2"gtThe goal of the function or
activity.lt/fontgt ltbrgt - ltTEXTAREA NAME"objective" WRAP"physical"
ROWS5 COLS70gtlt/TEXTAREAgt - ltbrgt
- ltbrgt
- ltbgtField 7 BPwin Diagramslt/bgt ltbrgt
- ltfont size"2"gtLink to the activity in BPwin
format.lt/fontgt ltbrgt - ltINPUT TYPE"file" NAME"bpwinfile"gt
- ltbrgt
- ltbrgt
- ltbgtField 8 Title of Responsible
Person(s)lt/bgt ltbrgt - ltfont size"2"gtPerson(s) in charge of the
function or activity. ltbrgt - ltINPUT TYPE"text" NAME"responsible"gt
- lt/fontgt ltbrgt
- ltbrgt
- ltbgtField 9 Key Decisionslt/bgt ltbrgt
46IDEF Worksheet Questions Coding (Cont.)
- ltTEXTAREA NAME"decisions" WRAP"physical" ROWS5
COLS70gtlt/TEXTAREAgt - ltbrgt
- ltbrgt
- lt/fontgt ltbgtField 10 Durationlt/bgt ltbrgt
- ltfont size"2"gtTime/length of the
activity.lt/fontgt ltbrgt - ltINPUT TYPE"textarea" NAME"duration"
VALUE""gt - ltbrgt
- ltbrgt
- ltbgtField 11 Transcripts/Interviewslt/bgt ltbrgt
- ltfont size"2"gtLink to a document that shows
an outline description of the - activity, interview, or a memo on the
activity.lt/fontgt ltbrgt - ltINPUT TYPE"file" NAME"transcriptsfile"gt
- ltbrgt
- ltbrgt
- ltbgtField 12 External Linkslt/bgtltbrgt
- ltfont size"2"gtLinks to sites outside the
CRMES website that are pertinent to the
activity.ltbrgt - ltTEXTAREA NAME"links" WRAP"physical" ROWS5
COLS70gtlt/TEXTAREAgt - lt/fontgt ltbrgt
- ltbrgt
47IDEF Worksheet Questions Coding (Cont.)
- ltbrgt
- ltbgtField 14 Reviewslt/bgt ltbrgt
- ltfont size"2"gtNotes or reports available on
the activity.lt/fontgt ltbrgt - ltINPUT TYPE"file" NAME"reviewsfile"gt
- ltbrgt
- ltbrgt
- ltbgtField 15 Potential Recommendationlt/bgt
ltbrgt - ltfont size"2"gtAny recommendations on how to
improve the activity.ltbrgt - ltTEXTAREA NAME"recommendations"
WRAP"physical" ROWS5 COLS70gtlt/TEXTAREAgt - lt/fontgt ltbrgt
- ltbrgt
- ltbgtField 16 Miscellaneouslt/bgtltbrgt
- ltfont size"2"gtAny other information or files
available on the activity that did not fit into
the fields above.ltbrgt - ltTEXTAREA NAME"miscellaneous"
WRAP"physical" ROWS5 COLS70gtlt/TEXTAREAgt - ltbrgt
- ltbrgt
- ltinput type"file" name"miscellaneousfile"gt
- lt/fontgt
- ltpgtlt/pgt
48IDEF Worksheet Questions Coding (Cont.)
- ltpgtPlease contact Professor Lambert with any
further questions - lt/pgt
- ltulgt
- ltligtEmail lta href"mailtolambert_at_virginia.ed
u"gtlambert_at_virginia.edult/agtlt/ligt - ltligtOffice Phone 434-982-2072lt/ligt
- ltligtOffice Assistant Phone 434-924-0960lt/ligt
- lt/ulgtlt/BODYgt
- lt/HTMLgt
- lt/htmlgt
49Using the IDEF Model to Improve Business
Processes of the Transportation
AgenciesMethodology for Transferring the
Six-Year Improvement Program (SYIP) into the
Statewide Transportation Improvement Program
(STIP) on the State Level A continuation of the
Development and Financial Constraint of
Virginias STIPOutline (DRAFT)
- Abstract A quick review of what the document is
presenting. - Introduction A review of Development and
Financial Constraint of the Virginias STIP and
the role that the University of Virginia plays in
this project by transferring the previous
document into IDEF format. - Background on IDEF A detailed review on the
literature written on IDEF modeling and a review
on other projects that have used the IDEF
modeling for their business. - Development of Methodology
- IDEF Worksheet A description of the IDEF
worksheet and its purpose. - AllFusion Program Description of the program
created by CA and its purpose in this project. - Application Description of the project and how
VDOT will apply this project to their STIP. - Review of Jennifer DeBruhls interview A
detailed description of why the Development and
Financial Constraint of the Virginias STIP was
written and for what purpose. - Focus on Sub-Processes (Environmental,
Construction, etc.) - Conclusions Overall review of what this document
presented. - Recommendations Recommendations for VDOT.
- References Any documents, websites, or books
used in this document. - Appendix A Methodology of Web-Page Description
of how the IDEF Worksheet Questions webpage was
created and the code that went into creating it. - Appendix B IDEF Worksheet Print out of the
worksheet used. - Appendix C AllFusion Program Print out of the
IDEF models created.
50IDEF Worksheet
- www.virginia.edu/crmes/stip/IDEF Worksheet.xls