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presented to presented by Cambridge Systematics, Inc. WVDOT Planning Guidebook Interview & Development Process 2015 WVDOT/MPO/FHWA Planning Conference 9/16/2015 Barbara Sloan and David Jackson
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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

2

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.

3

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

4

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

k

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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

7

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

k

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WVDOT Planning GuidebookSchedule

TaskMonth

1 2 3 4 5 6 7 8 910

11

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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

14

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 ....

15

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

16

Maryland DOTPennDOT

Arkansas HTD

Questions?

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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]


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