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Business Process Modeling For VDOT – A Demonstration with the Integrated SYIP/STIP Presentation to the Steering Committee November 9, 2004 Center for Risk Management of Engineering Systems and Department of Systems and Information Engineering University of Virginia www.virginia.edu/crmes/stip.

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    1. Business Process Modeling For VDOT – A Demonstration with the Integrated SYIP/STIPPresentation to the Steering CommitteeNovember 9, 2004Center for Risk Management of Engineering Systems and Department of Systems and Information Engineering University of Virginiawww.virginia.edu/crmes/stip

    2. Steering Committee Virginia Transportation Research Council Wayne Ferguson

    3. University of Virginia 2004 – 2005 Research TeamJim Lambert - Associate Professor Rachel Jennings - Graduate StudentAndrea AlibertiJef Benbanaste Seon-Ho ChoiIsabelle EstripeautJames PerryDaniel Streufert 2003-2004 Team Priya Sarda – Graduate StudentRyan TiffanyEric IssadoreRory Smith

    4. Acknowledgments

    5. Agenda • Overview • Case 1 – MPO Process • Case 2 – Public Involvement Process • Case 3 – Urban and Secondary Road Processes • Case 4 – Amendment Process • Compatibility of Process Modeler with other Applications • IDEF Implementation at VDOT • IDEF Software Hands-On Session • Discussion

    6. Overview

    7. Motivation • 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 • IT Administration Division builds and maintains over 60 major systems across the agency, including iSYP

    8. Goal • Develop business process models of Virginia’s highway and transit construction program with the integrated definition (IDEF) standard that is used across diverse applications of systems engineering. • Interact with agency managers who are involved in process reengineering. • Test and evaluate commercial software including Process Modeler ™ of Computer Associates, Inc. • Consider impact to the financial management of over 1500 construction projects and over a billion dollars of annual investment in transportation.

    9. Process Modeling Methodology • 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

    10. Activity IDEF (Integrated Definition) Structure

    11. Data Needs for IDEF • Activities • Objective • Title of responsible department/s • Inputs • Controls - consist of legislation, regulations, and policies related to the system • Mechanisms - refer to the elements that accomplish the actions of the process, such as people, manual or automated tools, established procedures for holding hearings, etc • Outputs • Key decisions • Impacted activities • Estimated duration • Related models/diagrams

    12. IDEF Diagram Source: http://www.idef.com/Downloads/pdf/Idef3_fn.pdf

    13. STIP/SYIP 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

    14. STIP Development Process – Flow Diagram Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    15. STIP Development Process: IDEF Example - Tree Diagram View 1 2

    16. STIP Development Process – IDEF Example – Sub-Process View

    17. Revenue Forecasts – Flow Diagram Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    18. Revenue Forecasts: IDEF Example – IDEF View

    19. Case 1 - MPO Process

    20. Approach • Set up an interview with employee from MPO • Prepare a set of questions and objectives that match IDEF standard • Conduct the interview • Verify the information gathered with existing information (e.g. local district, VDOT websites) • Dissect information to specific IDEF elements • Use information to build the IDEF0 models for MPOs

    21. Building IDEF Model • Determine the activities to model

    22. I/O, Constraints, Mechanisms Constraints • Implement inputs, outputs, constraints, and mechanisms Inputs Outputs Mechanisms

    23. Additional Details • Add additional details to activities

    24. MPO Sub-Activities • Add sub-activities underneath a main activity

    25. Overall MPO Activities

    26. Case 2 - Public Involvement Process

    27. IDEF Model: Public Involvement • Advertising • 30 day in advance requirement • 1 week in advance requirement • Public hearing • Transportation projects presentation • Public comments • Comment posting • STIP for public review • Final STIP • Embedded comments • Public notice of final STIP Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

    28. IDEF Model: Public Involvement

    29. Analysis of Public Involvement Activities 1. Advertising • Advertising requirements of VDOT: • 30 days in advance • 1 week before the hearing • Mechanisms used for advertising: • Newspapers • TV • Radio • Kiosks • Internet • VDOT and DRPT officials receive comments from citizens Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

    30. Analysis of Public Involvement Activities 2. Public Hearing • VDOT or DRPT present STIP projects in a public location • Information is provided on how to make follow-up comments • VDOT submits a draft of the STIP for public revision • VDOT and DRPT offices • Public libraries Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

    31. Analysis of Public Involvement Activities 3. Comment Posting • Comments from the public hearing: • Posted on VDOT’s and DRPT’s website • Evaluated and embedded in the STIP 4. STIP Public Review • Draft of the STIP: • Submitted for public review • Access in public libraries and VDOT and DRPT offices • Citizens submit comments Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

    32. Analysis of Public Involvement Activities 5. Final STIP • Corrected version of the STIP based on the comments made by the public • Formatted to fit federal requirements • Submitted to USDOT • Submitted for public access 6. Public Notice of Final STIP • The public can access the final STIP for personal reference • VDOT and DRPT use newspapers and their websites to announce the final STIP Virginia Department of Transportation. Public Involvement: Your Guide to Participating in the Transportation Planning and Programming Process http://www.virginiadot.org/infoservice/resources/Final%20PI%20Guide.pdf

    33. FHWA’s Review on Public Involvement • FHWA’s Guidelines of procedure: • Acting in accord with basic democratic principles • Continuous contact between agency and non-agency people throughout transportation decision-making • Use of a variety of public involvement techniques • Active outreach to the public • Focusing participation on decisions • Steps to plan and implement a public involvement program: • Set goals and objectives for your public involvement program. • Identify the people to be reached. • Develop a general approach or set of general strategies • Flesh out the approach with specific techniques. • Assure that proposed strategies and techniques aid decision-making to close the loop. Evaluation of Public Participation in Virginia, Review by FHWA, 2002 http://www.virginia.edu/crmes/stip/Statewide+Planning+VDOT.pdf

    34. STIP Development Process Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    35. Tentative Program Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    36. Secondary Roads Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    37. Urban Programs Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    38. MPO Planning Source: Development and Financial Constraint of Virginia's STIP (2002). Joint FHWA/FTA/VDOT/VDRPT Process Review

    39. Public Involvement Workbook

    40. Public Involvement Toolkit A Public Involvement Toolkit should be implemented for the selection of Public Outreach techniques. Minnesota’s Public Involvement Toolkit VTRC’s Proposed Toolkit Source: VDOT and VTRC 2003 Phase II Report

    41. Case 3 - Urban and Secondary Roads Processes

    42. Research Methodology • Collect Information • Organize Information • Apply Information

    43. Collect Information • Schedule an appointment for a phone or personal interview with an upper level employee within appropriate division • Prepare a set of questions that will answer objectives described by the IDEF model • Conduct the interview at the scheduled time

    44. Organize Information • Combine interview notes with other outside information to compile a comprehensive collection of relevant information • Organize information into individual elements described by the IDEF standard

    45. Apply Information • Apply the information to the elements and create an IDEF model

    46. Urban Programs in IDEF0

    47. Preliminary Engineering • Inputs: analysis • Controls: budget and requirements • Mechanisms: groups working on PE effort • Output: draft of programming resolution

    48. Right-of-Way • Inputs: draft of programming resolution • Controls: budget, utility and residential constraints, and requirements • Mechanisms: drafts from FHWA • Output: authorized right-of-way, and approved programming resolution

    49. Contract for Construction • Inputs: authorized right-of-way, approved programming resolution, federal and state authorization • Controls: budget and requirements • Mechanisms: external bidders • Output: awarded contract