RAIL-DOT MITIGATION STRATEGIES A SHRP 2 R ESEARCH PROJECT SENIOR P ROGRAM O FFICER D R. M ONICA S TARNES P RESENTED B Y S HOBNA V ARMA F OR S TAR I SIS.

RAIL-DOT MITIGATION RAIL-DOT MITIGATION STRATEGIESSTRATEGIES

A SHRP 2 RESEARCH PROJECTA SHRP 2 RESEARCH PROJECT

SENIOR PROGRAM OFFICERSENIOR PROGRAM OFFICER

DR. MONICA STARNESDR. MONICA STARNES

PRESENTED BYPRESENTED BY

SHOBNA VARMASHOBNA VARMAFOR

STARISIS CORPORATION

Gordon Proctor & AssociatesGordon Proctor & Associates

PROJECT OBJECTIVESPROJECT OBJECTIVES

Identify strategies, Identify strategies, relationships to relationships to benefit DOTs, RRsbenefit DOTs, RRs

Seek partnering Seek partnering techniquestechniques

Develop model Develop model agreementsagreements

Identify and Identify and overcome barriersovercome barriers

22SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

THE PROBLEMTHE PROBLEM Negotiations are Negotiations are

complexcomplex Railroads are busyRailroads are busy Reviews can be slowReviews can be slow Solutions can be Solutions can be

expensiveexpensive Negotiations can be Negotiations can be

contentiouscontentious

33SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

THE RESEARCH PROCESSTHE RESEARCH PROCESS

Advisory panel of states, RRs, federal officials;Advisory panel of states, RRs, federal officials; Interviewed all Class I RRs;Interviewed all Class I RRs; Surveyed all statesSurveyed all states Interviewed 10 statesInterviewed 10 states Interviewed engineering firmsInterviewed engineering firms Reviewed manuals, agreements, standardsReviewed manuals, agreements, standards

44SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

RAILROAD PERSPECTIVERAILROAD PERSPECTIVE

Are private companies, Are private companies, obligated to shareholdersobligated to shareholders

Highway projects do not benefit Highway projects do not benefit themthem

Are in expansion mode, must Are in expansion mode, must preserve rights of waypreserve rights of way

Accidents are catastrophicAccidents are catastrophic Liability is infiniteLiability is infinite Train delay is intolerableTrain delay is intolerable

55SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

RRS ACKNOWLEDGE RRS ACKNOWLEDGE DELAYSDELAYS

RRs agree they RRs agree they sometimes cause delayssometimes cause delays

Each unit juggles 800 Each unit juggles 800 projectsprojects

RRs have been RRs have been downsizeddownsized

Highway projects don’t Highway projects don’t make moneymake money

66SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

STATES/LOCAL STATES/LOCAL PERSPECTIVESPERSPECTIVES

Railroad responses Railroad responses can be slowcan be slow

Railroad requirements Railroad requirements can changecan change

Railroads charge too Railroads charge too muchmuch

Railroads demand Railroads demand changes which changes which increase project costincrease project cost

Railroads demand Railroads demand indemnificationindemnification

77SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

FINDINGSFINDINGS

Much common ground existsMuch common ground exists

• Both sides agree on common problems Both sides agree on common problems and best practicesand best practices

• Both recommend standard agreementsBoth recommend standard agreements

• Both desire central points of contactBoth desire central points of contact

• Both want experienced counterpartsBoth want experienced counterparts

• Both want constant communicationBoth want constant communication

88SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

FINDINGSFINDINGS

Much common ground exists (cont’d)Much common ground exists (cont’d)• Both want early coordinationBoth want early coordination• Both want experienced consultants who Both want experienced consultants who

understand railroad requirementsunderstand railroad requirements• Both support annual process-improvement Both support annual process-improvement

meetingsmeetings• Neither use term ‘partnering’ but both Neither use term ‘partnering’ but both

embrace its conceptsembrace its concepts

99SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

• Based uponBased upon• PartneringPartnering

• Environmental StreamliningEnvironmental Streamlining

• Project Management Institute PracticesProject Management Institute Practices

• Continuous ImprovementContinuous Improvement

AN APPROACHAN APPROACH

1010SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

MODEL PROCESS ADOPTIONMODEL PROCESS ADOPTION

1111SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

PARTNERING PROCESS

(FIGURE 2)

ADOPTION AT

PROJECT LEVEL

MANAGEMENT OF PROJECTS

EVALUATE PROJECT

OUTCOME

CHANGES/

FEEDBACKPROJECTS

MASTER

AGREEMENTS,

PROCESSES &

PRACTICES

PARTNERING PROCESS AND PROJECT SUCCESS

PROJECTS PROJECTS

PROMISING STRATEGY

Adopt a ‘Partnering’ Adopt a ‘Partnering’ framework between framework between RR and DOTRR and DOT

Clarify in writing how Clarify in writing how they want to interactthey want to interact

Measure the resultsMeasure the results Continuously review, Continuously review,

improve the processimprove the process

1212SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

PROMISING TACTICS

Appoint empowered central liaisonsAppoint empowered central liaisons Agree to metrics on review timesAgree to metrics on review times Meet regularly on project schedulesMeet regularly on project schedules Use standard agreementsUse standard agreements Train DOT and RR staffs on other’s Train DOT and RR staffs on other’s

processes, requirementsprocesses, requirements

1313SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies

PROMISING TACTICS(CONT’D)

Agree to escalation proceduresAgree to escalation procedures Develop central project repositoryDevelop central project repository Conduct annual process-improvement Conduct annual process-improvement

meetings to regularly review and meetings to regularly review and improve the processimprove the process

SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies1414

Project-Level ExampleProject-Level Example

What does this mean on a project?What does this mean on a project?• Hold kick-off meetingsHold kick-off meetings• Clarify roles and responsibilities Clarify roles and responsibilities • Agree to a scheduleAgree to a schedule• Track the milestonesTrack the milestones• Address issues quicklyAddress issues quickly• Escalate when necessaryEscalate when necessary• Track the metrics for measurementTrack the metrics for measurement

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NEXT STEPS

Final report August 31Final report August 31 Publication late this Publication late this

yearyear Hope to create on-Hope to create on-

going process to going process to sustain continuous sustain continuous improvement effortsimprovement efforts

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RAIL-DOT MITIGATION STRATEGIESRAIL-DOT MITIGATION STRATEGIES

QUESTIONS ?QUESTIONS ?

THANK YOUTHANK YOU

SHOBNA VARMASHOBNA VARMA

STARISIS CORPORATIONSTARISIS CORPORATION

1717SHRP 2 R-16 Rail-DOT Mitigation StrategiesSHRP 2 R-16 Rail-DOT Mitigation Strategies