Project Scoping, Prospectus, Project Scoping, Prospectus, Estimate, and Schedule Estimate, and Schedule

Martin Andersen Local Government Section Manager

December 4, 2009

Project Scoping FundamentalsProject 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.

The purpose of Draft STIP ScopingThe 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

NEED FOR PROJECT SCOPINGNEED FOR PROJECT SCOPING

ScopingScoping is the foundation upon is the foundation upon which your entire project is which your entire project is builtbuilt

• 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

• What is the problem• What are the alternatives• What are the impacts• What are the goals of your project

Scoping verifies and documents the Scoping verifies and documents the purpose and need for your projectpurpose and need for your project

• Verifies and fixes the right problem• Project is correctly programmed• Project is kept within budget and on

schedule

Benefits of Good ScopingBenefits of Good Scoping

• Months of wasted time• Hundreds of hours of staff time• Thousands of dollars in PE costs• Millions of dollars in construction costs

Proper Scoping Can Save YouProper Scoping Can Save You

• 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

Basic Concepts of Project Basic Concepts of Project ScopingScoping

TeamworkTeamwork

• 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

• 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

Stakeholder ParticipationStakeholder Participation

• 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.

Informed Decision MakingInformed Decision Making

• 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

Sufficient data needs to be gathered Sufficient data needs to be gathered to ensure:to ensure:

Proper DocumentationProper 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

GETTING STARTEDGETTING STARTED

• Project Research• Scoping Team• Scoping Site Visit• Project Prospectus• Estimate

OFFICE RESEARCHOFFICE RESEARCH

OFFICE RESEARCHOFFICE 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

• 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

SCOPING TEAMSCOPING TEAM

SCOPING TEAM MEMBERSSCOPING TEAM MEMBERS

• Project Leader (Local, ODOT/Consultant)

• Engineering - Roadway, Bridge, Traffic

• Right of Way• Environmental• Utility Specialist• Construction Project Management

Additional MembersAdditional Members

• Geo/Hydro• Pavements• Planning• Surveying• Rail Safety• Public Affairs• Access Management

SITE VISITSITE VISIT

SITE VISITSITE 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

LOOK FORLOOK FOR

• Access issues• Utility impacts• Pedestrian and bicycle needs• ADA needs, ramps, sidewalks,

driveways• Level of Survey work required

AND THESEAND THESE

• Environmental impacts– Wetlands– Hazmat– Threatened and Endangered Species

(ESA)– Historic– Archaeological

• 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

PROJECT PROSPECTUSPROJECT PROSPECTUS

• It contains information on the Project:

– Costs– Funding sources– Funding years– Right of Way impacts– Environmental impacts

Its Divided into Three PartsIts Divided into Three Parts

• Part 1 - Project Request

• Part 2 – Project Details

• Part 3 – Project Environmental Class

• The project location• Overview of the project• Problem statement• Proposed solution• Cost estimates for PE, CE, Right of Way,

and construction

Part 1 provides information Part 1 provides information on:on:

• 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

Part 2 defines:Part 2 defines:

• Details environmental impacts

• Environmental baseline information

• Require permits, reports and clearances

Part 3 – Environmental Part 3 – Environmental details:details:

Preliminary Schedule & Cost EstimatePreliminary Schedule & Cost Estimate

ScheduleSchedule

• 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.

Keys to a sound estimateKeys 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

Questions?Questions?

Martin AndersenLocal Government Section ManagerODOT, Local Government Section355 Capitol Street NE, Room 326Salem, OR 97301503-986-3640Martin.e.andersen@odot.state.or.ushttp://www.oregon.gov/ODOT/HWY/LGS.shtml