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presented to
presented byCambridge Systematics, Inc.
WVDOT Planning GuidebookInterview & Development Process
2015 WVDOT/MPO/FHWA Planning Conference
9/16/2015
Barbara Sloan and David Jackson
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Project PurposeThe Planning Guidebook:
• Will serve as a reference for WVDOT staff and external stakeholders including Federal and state partners, MPOs, Regional Development Councils, Transportation Authorities, county transportation committees, and local partners;
• And it will include references to:
• Current WVDOT practices, schedules, requirements
• MAP-21 rules and guidance, and other applicable Federal (CFR) and state rules;
• MPO and local planning practices; and
• Insight on other best planning practices across the nation.
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WVDOT Planning GuidebookProject Description
• Gather existing guidance documentation on key WVDOT planning and programming practices• Conduct interviews with WVDOT staff and partners to
gain insight into current practices and discuss possible gaps
• Work with WVDOT and stakeholders to identify processes that might be better documented or improved upon
• Develop a working Table-of-Contents• Document existing West Virginia planning practices• Identify and review Federal and State regulations• Perform review of best practices from other
representative agencies
• Compile into a consistently formatted guidebook for use by WVDOT staff and planning partners
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WVDOT Planning GuidebookDevelopment Process
Table of Contents
The topics included focus on processes relevant to WVDOTs mission. Some
topics may take precedence during
Guidebook development based on the time-
sensitivity of certain topics.
Stakeholders
Stakeholders include WVDOT divisions and department staff and
external agencies such as FHWA, MPOs, and Regional Councils that participate in
the planning process.
Stakeholder Outreach & Process
ResearchOutreach is intended to gather process information and
insights on strengths, weaknesses, and enhancements to the planning process.
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WVDOT Planning GuidebookDevelopment Process
Best Practice Research
State & Federal Regs.
Stakeholder Outreach & Process
Research
Document guidelines within which the process
operates.
Present best practices that
could provide value to WVDOT.
Incorporate all information for each topic into a standard template providing
process information, regulations, schedule, contact information,
links to related documents, and process
for updating.
Planning Guideboo
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WVDOT Planning GuidebookDraft Table of Contents
1. Introduction (Identifies purpose, includes “how to” guide)
2. WVDOT Role and Relationships with Partners (Identifies Guidebook users and their roles)
3. Current Federal and State Requirements
4. Program Administration (STIP Development, Amendment/Modification Process, Operating Guidelines, Fiscal Constraint)
5. Metropolitan Planning Organization Process (TIP/MTP/LRP Development, UPWP Process, Bi-state coordination)
6. Stakeholder Coordination and Public Outreach (TitleVI, Public Participation Plan, outreach standards/best practices)
7. Statewide, Urban, and Regional Studies (Multimodal Statewide Long-Range Plan)
Table of Contents
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WVDOT Planning GuidebookDraft Table of Contents
8. Grant Programs and Administration (primarily Federal, e.g., TAP, CMAQ)
9. Non-urban / Rural Planning
10.Environmental Planning / Planning & Environmental Linkages
11.Performance Based Planning (selection of measures and setting of targets)
12.Modal Studies and Modal Coordination
13.Safety Planning / SHSP
14.Data and Planning Tools
15.Administration Activities
Table of Contents
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WVDOT Planning GuidebookDraft Table of Contents
• Are these the right topics? What topics should be added?
• What topics are most important to you?
• Where do you think we stand to gain the most ground?
Table of Contents
• Standard content by topic
• Stakeholder material and references
• Added reference to best practices
• Agency specific topics and priorities
• Standard questions and content for each focused topic
• Supplemented by research
• Topic areas
• Placeholder topics
• Priorities by topic
• Stakeholder relevance to each topic
• Standard content by topic
• DOH Planning
• DOH Programming
• DOT Public Transit
• DOT EEO
• MPOs
• Regional Councils
• FHWA
WVDOT Planning GuidebookStakeholders and Outreach Process
Stakeholders
Table of Contents Interviews Guidebook
Stakeholders
WVDOT Planning GuidebookInterview Process – Example
Table of Contents1. TIP Amendment2. 3.4.5.6.…
Interviews1. DOH Planning2. DOH Programming3. DOT Public Transit4. DOT EEO5. MPOs6. Regional Councils
Question Areas • Roles/Responsibilities• Communications• Process/Guidance• Resources/Data• Schedule/Coordination• Approval Process• Publication
For each table of contents
topic area we identify the key stakeholders to interview and
conduct process research
For each interviewee, we ask the same questions for each table of contents topic
area
The Table of Contents is informed by
WVDOT input and stakeholder
interviews
We compile the results from
each interview for each topic
to create a consolidated set of topic information
Compile Guidebook• Standard
template for all topics
• Developed by individual topic
• Enable references between topics
Stakeholder Outreach & Process
Research
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WVDOT Planning GuidebookExisting Practices
The Guidebook will link to other handbooks/guidebooks, including:• WVDOT Modeling Handbook• WVDOT Traffic Data Handbook
The Guidebook will address current processes and tools such as: • PROVIS • STIP and TIP development• TIP Amendments/Modifications • UPWP development
Stakeholder Outreach & Process
Research
The Guidebook will link to Federal and State requirements and regulations, including most recent guidance re: MAP-21 rulemaking
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WVDOT Planning GuidebookKey Questions
• What will the content include for each topic area?
• Will there be an opportunity to review the draft Planning Guidebook?
• Process for disseminating the Planning Guidebook?
• How will the Planning Guidebook be used?
• Any thoughts on the updating process?
Planning Guideboo
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WVDOT Planning GuidebookSchedule
TaskMonth
1 2 3 4 5 6 7 8 910
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Task 1. Stakeholder Outreach
Task 2. Draft and Final Table-of-Contents
Task 3. Document Existing WV Planning Practices
Task 4. Identify and Review Federal and State Regulations
Task 5. Review of Best Practices from Other Representative Agencies
Task 6. Draft and Final Planning Guidance Document
WVDOT staff, MPOs, FHWA, Regional Councils
Peer Exchange
Awaiting Final MAP-21 rules
Aiming to accelerate completion of some topics to inform ongoing planning
processes
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Transportation Planning Process Peer Exchange Summary
Attendees: WVDOT VOLPE National
Transportation Center
HEPMPO MMMPO Pennsylvania DOT Maryland DOT Arkansas State
Highway and Transportation Dept.
Topics: STIP/TIP
Procedures Performance
Based Planning and Programming
Rural Planning Public
Participation Planning
Administration
Outcomes: Best Practices and
Lessons Learned Process
Improvement Enhanced
Coordination and CommunicationNEXT STEPS –
Planning Guidebook ....
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Transportation Planning Process Peer ExchangeOutcomes
Outcome Examples:
Best Practices and Lessons Learned
Process Improvement
Enhanced Coordination and Communication
• Focus first on available, realistic, and insight-driven performance measures that link directly to statewide goals
• Work cooperatively with planning partners to understand resource availability/constraints as MAP-21 rulemakings are released
• Value of eSTIP, Interactive mapping
• Grouping projects into programs – enables flexibility and efficiency
• Establish a clear, consensus based STIP/TIP process
• Public participation process should: document – demonstrate – analyze
• Optimize interactive electronic communication
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For more information, please contact:
Elwood Penn (WVDOT) – [email protected] Sloan (CS) – [email protected] Jackson (CS) – [email protected] Cook (CS) – [email protected]