Utahs Environmental Document Quality Improvement Group

1
Utahs 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

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Vision

• Quality Environmental Documents

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Todays Situation Recognizing the Challenge and
the Need
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Todays 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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Federal Environmental Legislation and Executive
Orders Affecting Transportation
70
EO13148
TEA-21
EO13186
EO13061
EO13112
60
EO13007
EO13089
SNRTA
SDWA
CAA
EO12898
CZARA
ISTEA
STURAA
ADA
50
URA
NAGPRA
EWRA
STURAA
HSWA
CWA
FPPA
SDWA
ANILCA
CBRA
40
ARPA
LAA
CUMULATIVE NUMBER OF LAWS AND AMENDMENTS
EO11990
CERCLA
CWA
EO11998
MSFCMA
CAA
SDWA
RCRA
30
CZMA
FNWA
WBA
ESA
RRA
CWA
EAA
URA
CAA
NEPA
20
FAHA
WSRA
4(f)
FAHA
HBA
FAHA
CAA
NHPA
AHPA
10
FIFRA
FWCA
SWDA
MBTA
AA
WA
CRA
RHAA
LWCF
CAA
HSBAA
0
1890
1900
1910
1920
1930
1940
1950
1960
1970
1980
1990
2000
2010
YEAR
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Course Module 3 - Initial Scoping
Study Area Techniques
UrbanGrowth Boundary
Final Study Area Boundary
Commuteshed
Political Boundaries
Habitat Area
Project Area
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So how do we meet the challenges for
environmental document quality?
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Addressing Environmental Documentation Challenges

• UDOT ACEC-UT Liaison Committee
• Establish the Quality Improvement Team
• Goals Objectives
• Brainstorming
• Prioritization
• Team Member Assignments

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UDOT-ACEC Liaison Committee

• Offered an existing collaborative mechanism
• Launched the idea for an Environmental Document
  Quality Improvement Team

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Establishing the Team

• UDOT Central Environmental Services
• UDOT Region Environmental Representatives
• FHWA-Utah Division
• ACEC- Utah

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The Team and Advisors
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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

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Brainstorming
Initial meetings captured and framed issues
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Prioritization
About 25 proposed improvements and solutions were
ranked and prioritized by the team.
Brainstorming Ideas
High
Med.
Low
Priorities
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Fundamental Findings the High Priorities

• Teamwork
• Technical Expertise
• Realistic Schedules and Budgets
• Specific QC/QA Process and Procedures

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Teamwork
Partnering Commitment Communication
Coordination Roles Responsibilities
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Solutions
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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.

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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.

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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

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Determining Realistic Schedules for EAs and EISs

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

Schedule
Quality
Budget
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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
• Determine dependency of tasks
• Identify key milestones
• Build in review time
• Allow time for re-submittals
• Estimate task duration

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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.

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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.

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Milestone Review Checklist

• Purpose and Need
• Alternatives
• Environmental Consequences

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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.

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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.

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Process outline for QC/QA Reviews
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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

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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