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Project Scoping, Prospectus, Estimate, and Schedule

Project Scoping, Prospectus, Estimate, and Schedule . Martin Andersen Local Government Section Manager December 4, 2009. Project Scoping Fundamentals. PROJECT SCOPE – The work that must be done in order to deliver a product with the specified features and functions.

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Project Scoping, Prospectus, Estimate, and Schedule

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  1. Project Scoping, Prospectus, Estimate, and Schedule Martin Andersen Local Government Section Manager December 4, 2009

  2. Project Scoping Fundamentals • PROJECT SCOPE – The work that must be done in order to deliver a product with the specified features and functions. • PROJECT SCOPE MANAGEMENT – The processes required to ensure that the project includes all work required to complete the project successfully.

  3. The purpose of Draft STIP Scoping • Establish the problem statement • Develop solutions and options • Develop cost estimates • Develop a schedule • Identify impacts right-of-way, environmental, utilities • Identify stakeholders

  4. NEED FOR PROJECT SCOPING

  5. Scoping is the foundation upon which your entire project is built • Just as you would not consider building a house without a proper foundation, you should not consider developing a project without a proper scope • Your project is only as good as the foundation upon which you built it

  6. Scoping verifies and documents the purpose and need for your project • What is the problem • What are the alternatives • What are the impacts • What are the goals of your project

  7. Benefits of Good Scoping • Verifies and fixes the right problem • Project is correctly programmed • Project is kept within budget and on schedule

  8. Proper Scoping Can Save You • Months of wasted time • Hundreds of hours of staff time • Thousands of dollars in PE costs • Millions of dollars in construction costs

  9. Basic Concepts of Project Scoping • Project scoping is based on several concepts. They provide the basis for the process by which scoping is done • The concepts include teamwork, public and stakeholder participation, informed decision making, and proper documentation

  10. Teamwork • Project scoping is collaborative effort involving team work among diverse stakeholders to identify problems an propose solutions • The project team plays a critical role in identifying and evaluating issues/concerns to appropriate depth and detail

  11. Stakeholder Participation • Stakeholder participation is the cornerstone of successful project scoping and design • Know who your stakeholders are • Reach out to them at the beginning of scoping

  12. Informed Decision Making • Projects require a level of scoping commensurate with the type of proposed work. • Project data requirements depend on a projects problems and needs, complexity, significance of issues, scope and scale of alternatives to be evaluated.

  13. Sufficient data needs to be gathered to ensure: • Project needs can be clearly understood • Stakeholders issues can be identified • Clear project objectives can be established • Environmental considerations are identified • Feasible alternatives are outlined/compared • Project cost and schedule can be estimated

  14. Proper Documentation • Clear and concise documentation and good record keeping is essential. • Project documentation provides a clear picture of what is to be accomplished • It is used to grant scope approval and provides information for future stages of the project development

  15. GETTING STARTED • Project Research • Scoping Team • Scoping Site Visit • Project Prospectus • Estimate

  16. OFFICE RESEARCH

  17. OFFICE RESEARCH • Project purpose and need statement What is the problem we are trying to correct • Design standards to be used – Does the current alignment meet standards • Current and future traffic volumes- Build year and design year

  18. Accident history, accident rate, analysis of accident “hot spots” • Existing pavement conditions and preliminary ideas for surfacing treatments • Bridge inspection reports and recommended actions • Vicinity maps, Right of Way Maps, and as constructed drawings

  19. SCOPING TEAM

  20. SCOPING TEAM MEMBERS • Project Leader (Local, ODOT/Consultant) • Engineering - Roadway, Bridge, Traffic • Right of Way • Environmental • Utility Specialist • Construction Project Management

  21. Additional Members • Geo/Hydro • Pavements • Planning • Surveying • Rail Safety • Public Affairs • Access Management

  22. SITE VISIT

  23. SITE VISIT • Take good notes and document • Safety concerns and possible solutions • Pavement conditions and surfacing design alternatives • Stage construction concerns and alternatives • Right of Way impacts and needs

  24. LOOK FOR • Access issues • Utility impacts • Pedestrian and bicycle needs • ADA needs, ramps, sidewalks, driveways • Level of Survey work required

  25. AND THESE • Environmental impacts • Wetlands • Hazmat • Threatened and Endangered Species (ESA) • Historic • Archaeological

  26. PROJECT PROSPECTUS • The project prospectus is a tool to convey information about a project to various organization inside and outside of ODOT • It starts the process of identifying the problem to be solved and presents ideas on how to solve it

  27. It contains information on the Project: • Costs • Funding sources • Funding years • Right of Way impacts • Environmental impacts

  28. Its Divided into Three Parts • Part 1 - Project Request • Part 2 – Project Details • Part 3 – Project Environmental Class

  29. Part 1 provides information on: • The project location • Overview of the project • Problem statement • Proposed solution • Cost estimates for PE, CE, Right of Way, and construction

  30. Part 2 defines: • Who is responsible for completing the different categories of the project design • Base design requirements • Roadway element widths • Structure size and cost • Right of Way information

  31. Part 3 – Environmental details: • Details environmental impacts • Environmental baseline information • Require permits, reports and clearances

  32. Preliminary Schedule & Cost Estimate

  33. Schedule • Create a preliminary schedule, based on the input from the scoping team members. • to help determine which year the project can be delivered use on of ODOT’s MS Project schedule templates.

  34. Keys to a sound estimate • Identify all the major elements tasks and bid items required for the project • Research and assign reasonable unit prices to all items

  35. Questions? Martin Andersen Local Government Section Manager ODOT, Local Government Section 355 Capitol Street NE, Room 326 Salem, OR 97301 503-986-3640 Martin.e.andersen@odot.state.or.us http://www.oregon.gov/ODOT/HWY/LGS.shtml

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