Project Scoping. Project Scoping – learning objective Who should complete the Project Initiation Package (PIP)? How is PDP Path used in scoping? Task.

Project Scoping

Project Scoping – learning objective

• Who should complete the Project Initiation Package (PIP)?

• How is PDP Path used in scoping?• Task List

• What level of Detail is needed in a scope?• Detail needed by ODOT • Detail needed by Consultant• Detail needed for ODOT In-house design

Project Scoping – learning objective

• Staged Design?

• Why is Scope important?

Who should complete the Project Initiation Package (PIP)?

ODOTThe PIP should be completed prior to development of a scope of services

How is PDP Path used in scoping?

By selecting a PDP Path, standard task lists are generated/recommended for scoping

Task List and Scoping Document

For PDP projects, Task List and Scoping Document is done thru SAFe

http://pdp.dot.state.oh.us/

Task List – for PDP projects

Task List -Help

Why use a Task List?

• Starting Point! Used to establish Project tasks that need to be completed

• Used to establish Project Scope

• Allows for flexibility based on project type and need

• Format

Important points to take away from using Task List

• Task List can be adjusted to build your own scope……

• If you need more or less design on an issue, identify it in the task list and identify when you need it done….

• Used to actively manage the project.

What level of Detail is needed in a scope?

Developing the detail to the level necessary to make the right decision.

Scope what you know (reasonably)

What level of Detail is needed in a scope?

• Focus on an understanding of the issues that will need addressed by the project

• Crash Analysis• Planning/Certified Traffic

• Coordinate with local governments• Localized understanding of issues• Project support• Public Involvement

What level of Detail is needed in a scope?

• Ensure studies are in place to support a P&N

• Identify critical information needed to make a decision on the Preferred Alternative.

• Identify critical path elements

• Establish schedule/budget

Detail needed by ODOT

• Using the PIP ODOT should develop preliminary scope and set expectations for project

• Include all existing reports and studies

• Milestones in Ellis

Detail needed by Consultant

• Provide information to support proposal $’s (number of meetings, number of alternatives ……)

• Further develop/refine Scope from preliminary scope provided by ODOT

• Establish Schedule (based on Ellis Milestones)/ Budget. Allow time for anticipated “Future Modifications”

Detail needed for ODOT In-house design

• In-house design should use the PDP task list as a basis of scoping in-house work.

• Ellis Milestones need updated

Final Scope

Final Scope becomes a contract document.

Staged Design?

The Development of Construction plans, in compliance with NEPA requirements, in a sequence that minimizes rework and documents design decisions.

Staged Design?

Scope for what you know. The PDP allows for a logical progression thru Design and Engineering (Staged Design)

PDP Phases & Staged Design

• Preliminary Engineering includes Feasibility Study, Alternative Evaluation Report and Stage 1.

• Environmental Engineering includes completion of Stage 1 Design and completion of Stage 2 Design.

Preliminary and Environmental Engineering are considered Preliminary Development as it relates to FHWA Preliminary Engineering (PE) Environmental Federal Authorization

PDP Phases & Staged Design

• Final Engineering includes completion of Stage 3 Design, Final Plans.

Final Engineering has a separate FHWA Final Engineering (Detail Design) Federal Authorization

Can Tasks be moved from PDP phase to PDP phase to aid in Staged Design?

YES!

Staged Design – moving tasks

Knowing that thru Stage 2 is considered under one Federal Authorization, tasks can be moved forward or back within the PDP Phases (Preliminary Engineering and Environmental Engineering) to accommodate the needs for project development.

Staged Design – Risk Management

CAUTION!The risk of moving tasks forward is the chance for rework. Risk Management/Scoping

Staged Design – moving task forward

When moving forward be aware of Federal Authorization split between Environmental subphase and Detail Design subphase (Stage 3 design…)

Staged Design – moving task forward example

• An example of moving a task forward would be to bring design level survey tasks forward in the Planning or Environmental Engineering Phase.

This can have many benefits including: One trip to site for crew and provide detail base map for AER. This approach may be appropriate for single well defined alternative.

Staged Design – moving task back example

• An example of moving a task back would be to defer alternative design level within Feasibility Study and or AER to Stage 1.

When evaluating alternatives in the Preliminary Engineering Phase, the design level needed should be considered when scoping. This could include not scoping a Feasibility Study or even and AER

Why is Scope important?

• Establishes expectations – meeting of the minds

• Assures project approach for NEPA compliance

• Basis of Contract between the Department and Consultant

Project Scoping

Roadmap for SUCCESS!