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Steering Committee

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

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Steering Committee

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  1. Business Process Modeling For VDOT – A Demonstration with the Integrated SYIP/STIPwww.virginia.edu/crmes/stipCenter for Risk Management of Engineering Systems and Department of Systems and Information Engineering University of VirginiaNovember 9, 2004

  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 • A member sets up an interview with a high-level employee in an MPO. • A member prepares a set of questions and objectives from the IDEF0 standard to use for the interview. • Members of the team conduct the interview. • The team verifies the information gathered from the interview with any existing information on the process, such as local district or VDOT websites. • The information is dissected to specific elements, as described by IDEF0. • The team uses the information to build the IDEF0 models for MPOs.

  21. Building IDEF0 Model • First start out with the activity

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

  23. Additional Details • Additional details can be added to activities

  24. Case 2 - Public Involvement Process

  25. 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

  26. IDEF Model: Public Involvement

  27. 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

  28. 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

  29. 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

  30. 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

  31. 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

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

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

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

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

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

  37. Public Involvement Workbook

  38. 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

  39. Case 3 - Urban and Secondary Roads Processes

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

  41. 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

  42. 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

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

  44. Urban Programs in IDEF0

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

  46. 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

  47. 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

  48. Secondary Roads in IDEF0

  49. Current Process Flow • Source: Secondary Roads Six Year Process Presentation

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